HP Enterprise Embedded Web

Introduction to HP Enterprise Embedded Web Server (EWS)

Use the HP Enterprise Embedded Web Server (EWS) to manage printing functions from a
computer instead of the printer control panel.

 Overview of the HP Embedded Web Server (EWS)

Student learning objectives

By the end of this module, learners should be able to:
 View printer status information
 Access the printer IP address or host name
 Log into the EWS for a printer.
The EWS works when the printer is connected to an IP-based network. EWS does not
support IPX-based printer connections. Internet access is not needed to open and use the
EWS.
When the printer is connected to the network, the EWS is automatically available.
NOTE:
The EWS is not accessible beyond the network firewall

Overview of the HP Embedded Web Server (EWS)

The HP Embedded Web Server (EWS) resides on a printer in the firmware instead of as
software that is installed on a network server. The EWS provides an interface to the printer
that anyone who has a network-connected computer and a standard Web browser can
open and use. No additional software or drivers are required. Use the EWS to view the
printer status and manage the printing functions from a computer instead of from the printer
control panel.
NOTE:
This information is specific to the HP Embedded Web Server (EWS) for
Enterprise and Managed printers/MFPs running HP FutureSmart firmware.
An administrator password can be set to prevent unauthorized users from remotely
configuring the printer or from gaining access to functionality reserved for the network
administrator from the control panel. Some tabs, pages, and settings are available only
when an administrator password is set. For more information about assigning an
administrator password, see the General Security page on the Security tab.
NOTE:
By default, no administrator password is set. HP recommends securing the printer
by setting the admin password for the EWS.
If an administrator password is set, only the Information tab is available when a user first
accesses the EWS. To gain access to the other tabs and settings in the EWS, click
the Sign In button located in the upper-right corner of the page, and then sign in with the
administrator password. To maintain security for the printer, click the Sign Out button when
finished using the EWS.
The tabs for the EWS are available across the top of the page. On small, narrow devices,

the tabs are collapsed and available from the menu   icon.
NOTE:
All features might not be available on every device.
For more information about the EWS, watch the following video.
User: Administrator

Pass: (blank)

Before you begin

To use the HP Embedded Web Server, the browser must meet the following requirements:
Windows® 7
 Internet Explorer (version 8.x or greater)
 Google Chrome (version 34.x or greater)
 Firefox (version 20.x or greater)
Windows® 8 or greater
 Internet Explorer (version 9.x or greater)
 Google Chrome (version 34.x or greater)
 Firefox (version 20.x or greater)
macOS
 Safari (version 5.x or greater)
 Google Chrome (version 34.x or greater)
Linux
 Google Chrome (version 34.x or greater)
 Firefox (version 20.x or greater)

Open the Embedded Web Server (EWS)

The Embedded Web Server (EWS) is included in the printer firmware for HP printers. This
document is specific to HP Enterprise or HP Managed printers. Use the EWS to view the
printer status, and to configure and manage the printer remotely without having to access
the control panel.
NOTE:
Typically, a system administrator sets a password to secure the printer. If you are
unable to access the EWS or certain tabs, contact your system administrator.

1. Have the printer IP address or host name available.

o FutureSmart 3: From the Home screen on the printer control

panel, touch the Network icon   to display the IP address or

host name.
 o FutureSmart 4: From the Home screen on the printer control

panel, touch the Information icon  , and then touch the

Ethernet icon   to display the IP address or host name.

2. Open a web browser.
3. In the address bar, type the IP address or host name of the printer as
displayed following the above instructions, and then press Enter.
Example of an IP address in a browser window

4. If the web browser displays a message indicating that accessing the website
might not be safe, select the option to continue to the website.

NOTE:

Accessing this website will not harm the computer. This message is
received if the printer enforces HTTPS.
HTTPS encrypts web traffic between your computer and the printer
and requires a certificate to share keys between the computer and the
printer. The HP Jetdirect certificate is signed by your printer, which is
not recognized as a standard certificate authority that your computer
trusts. Because your computer cannot verify the identity of the
certificate issuer, you receive a security warning. This exception can
easily be bypassed, or you can issue a certificate to the printer from a
trusted certificate authority (CA) server.

Example of a security warning in the browser

The EWS opens.

 On standard desktops, the tabs for the EWS are available across the top of
the page.
 On small, narrow devices such as phones, the tabs are collapsed and not

immediately visible. To open the tabs, use the menu icon  .

For more information about the EWS, watch the following video.

HP Embedded Web Server features

Learn about the HP Embedded Web Server (EWS) features available on each tab.

EWS Tabs

The following tabs are available at the top of the EWS screen.
NOTE:
 The tabs (and menus/features available on each tab) vary depending on the
printer model.

 Information
View device information and printer usage statistics, such as a supplies status
page, job log, or configuration page.
If an administrator password is set in the EWS, the Information tab is the
only tab available when a user first accesses the EWS. To access the other
tabs, a user must sign in to the EWS with the password.
 General
Configure general settings for the printer, set the date/time, configure energy
settings, upgrade the firmware, customize the Home screen and control panel
layout, and back up printer data.
 Copy/Print
Configure default copy and print settings, manage stored jobs, configure
paper tray settings, restrict color printing/copying, and configure allowable
paper types.
 Scan/Digital Send
Configure scan settings for scanning to various destinations, add address
book contacts, configure digital sending software, and set scanning
preferences.
 Fax
Configure fax send and receive settings, quick sets, speed dials, and default
fax options.
 Supplies
Configure low warning thresholds and printer behavior when supplies reach a
Very Low state.
 Troubleshooting
Print various reports and pages (such as a Paper Path Page or Diagnostics
Page) to help troubleshoot printer issues, view diagnostic data, reset the
printer to factory default settings, and perform firmware updates.
 Security
Set local administrator and remote configuration passwords, configure access
control settings and near-field communication (NFC), manage certificates and
remote apps, and protect stored data.
 HP Web Services
Enable and configure HP Web Services for the printer, such as Smart Cloud
Print and HP JetAdvantage.
 Networking
Configure and secure network settings for the printer when it is connected to
an IP-based network.
This tab does not appear if the printer is connected to other network types.

Customize the control panel and EWS appearance

Learn how to customize the printer's control panel and the information shown in the EWS.

 Customize the control panel Home screen

 Configure the EWS display language
 Customize the ordering information shown on the Supplies page
 Add links to the bottom of an EWS screen
 Configure the EWS Help options
Student learning objectives
By the end of this module, learners should be able to:
 Change the items that display on the Home screen, as well as change the
order in which items display on the Home screen.
 Change the control panel language and keyboard layout.
 Customize the information shown on the EWS Device Information page.
 Customize the ordering information displayed on the Supplies page.

 Customize the control panel Home screen

 It is quick and easy to configure configure a printer's control panel. Configure the
Home screen to save both time and money on frequently-performed tasks.
 To restrict the ability to customize the control panel display only to administrators,
assign an administrator password.
 NOTE:
 This feature requires JavaScript®. Verify that JavaScript is enabled for the browser
being used.

Navigate to the Control Panel Customization menu

Use the following steps to locate the Control Panel Customization menu.
1. On the top navigation bar in the EWS, click the General tab.
2. In the left navigation pane, click Control Panel Customization, and then
complete one or more of the procedures that follow in this training.
Control Panel Customization menu

Change the items that display on the Home screen

Use the following information to change the menu items shown on the control panel Home
screen.
1. Under the Control Panel Customization menu, click Home Screen
Customization.
Home Screen Customization page

NOTE:

To use a different application for the Home screen, use the Home

Screen App list to select the app, and then click Apply.

2. Use the Home Screen Arrangement section to hide or show items on

Home screen as follows:
o To hide a menu item: Click and hold the cursor over the menu
item to be hidden, drag the item to the Hidden Items section, and
then release the mouse button.
o To show a hidden item: Click and hold the cursor over the menu
item to be shown, drag the item to the Home Screen section, and
then release the mouse button.
 Example of moving a menu item to Hidden Items

3. (Optional) In the Home Screen section, use the Folder and Configuration

icons at the bottom of this section to add a folder, move an item into a folder,
or access the setup page for an item.
Folder and Configuration icons

4. FutureSmart 3: Click the Apply button at the bottom of the EWS window to

save the changes.
FutureSmart 4: The updates are automatically saved.
NOTE:
The Quick Sets menu item must be displayed on the Home screen to use Quick
Sets.

For more information, see the following HP Support playlist on YouTube: HP Embedded
Web Server Features and Settings

Change the order in which the items appear on the Home screen
Use the following steps to change the order in which menu items appear.
1. On the Home Screen Customization page, click and hold the cursor over a
menu item to be moved.
2. Drag the menu item to the new location, and then release the mouse button.
Example of moving a menu item
 3. FutureSmart 3: Click the Apply button at the bottom of the EWS window to
save the changes.
FutureSmart 4: The updates are automatically saved.

Change the Home screen background

Use the following steps to change the Home screen background.
1. On the Home Screen Customization page, locate the Wallpaper
Customization section. This section shows you which file types are
supported as well as the maximum file resolution.
Wallpaper Customization section

Change the display settings

The date and time display on many control-panel screens. Information such as fax number,
IP address, and HP ePrint address, as well as instructions on how to connect to the product
display in the How to Connect menu by default. Use the following procedure to control
which information displays in these areas.
1. Under the Control Panel Customization menu, click Display Settings.
2. On the Display Settings page, select or deselect the individual options.
Display Settings page
 3. Click the Apply button at the bottom of the EWS window to save the
changes.

2. To set wallpaper, click Set Wallpaper, browse to the image file, and then
click Open.

NOTE:

The wallpaper image is placed with the top-left corner of the picture in
the top-left corner of the control panel.

To clear wallpaper, click Clear Wallpaper.

Change the control-panel language and keyboard layout

Use the following steps to change the language and keyboard layout.
1. Under the Control Panel Customization menu, click Control Panel
Language and Keyboard Layouts.
Control Panel Language and Keyboard Layouts page
 2. Select the radio button next to the preferred default language from
the Language column.
3. Select the preferred keyboard layout from the Keyboard Layout drop-down
menu.
4. Enable or disable the Allow users to choose another language for their
session option.
5. Enable or disable the Show alternate keyboard button on keyboard
screens option, and then select the languages to display. If the feature is
enabled, select the preferred keyboard

Create a custom welcome screen

Use this procedure to select the screen-border color and the text that displays while the
product is inactive.
1. Under the Control Panel Customization menu, click Display Settings.
2. On the Display Settings page, select Show Welcome Message.
3. Enter a title in the Title: field, enter the message into the Text: field, and then
select a color from the Header Background Color choices.
Welcome Message settings
Configure the EWS display language
Use the Language page, located in the General tab to control which language the EWS
uses. You can set up the EWS to use the web browser language, the language that the
printer is using, or another language.

Language page
Customize the ordering information shown on the Supplies page
Use the Ordering Information page, located in the General tab, to add specific
supplies-ordering information that is displayed on the Supplies Status Page page.
To view the printer-specific supply information that can be added on this page,
click Shop for Supplies at the bottom of the page.
Ordering Information page

Add links to the bottom of an EWS screen

By default, the HP EWS webpage contains links to the HP Instant Support, Shop for
Supplies, and Product Support websites. Use the Edit Other Links page, located in
the General tab, to add up to five additional links to the footer of the EWS page.

Edit Other Links page

Configure the EWS Help options
Use the Online Help page, located in the Troubleshooting tab, to configure settings for
the EWS online help.
To configure where Help links are shown for events, select or clear the following options
(for Admin users only):
 Show QR code in control panel event details
 Show links in the EWS Event log
To connect to the correct Help page, the product sends information to HP including the
model number, firmware revision, and FutureSmart level. When clicking a Help link, a
notice is displayed, which allows the user to continue or cancel.
To turn off this notice, select Do not show EWS help notice.

Online Help page

Configure the network to which a printer is attached
This module provides an overview of the HP Embedded Web Server (EWS) interface
provided by the HP Jetdirect print server.

 Networking Tab
 Other Links

Student learning objectives

By the end of this module, learners should be able to:
 Know where to set general network configuration parameters.
 Configure AirPrint.
 Configure Google Cloud Print.
 Access the diagnostics pages.
 Customize support links.
The Embedded Web Server provides a simple way to manage your HP Jetdirect print
server or attached network device (such as a printer or multifunction, all-in-one peripheral).
Using your Web browser, you can monitor status, configure network parameters, or access
device features. Tabs across the top of the interface provide access to device and
networking pages.
The tabs and functions displayed will vary depending on your print server model and the
capabilities of the attached device. For example, the Jetdirect print server will provide a
generic Home tab if the attached device does not supply Web pages. In addition, features
that are displayed for full-featured print servers may not be available for value-based print
servers.
Menu items in the left margin for each tab provide links to configuration and status pages.
For detailed help, see the following resources:
 The HP.com support Web page: www.hp.com/support
  The Administrator's Guide or other documentation for this print server model.
These documents are typically provided on CD-ROM with each Jetdirect
product.
 The printer's User Guide or other documentation supplied with your network
device.

Networking Tab
This tab provides access to network configuration, security, and diagnostic parameters on
the HP Jetdirect print server.

Networking tab

Wireless Station
(Wireless print servers only.) Use this page to configure wireless station connection
settings required by your network. You can manually configure the settings, or run a wizard
that guides you through the wireless configuration process. Typically, you will provide the
following information about your wireless network:
 Wireless network name (SSID) and network topology. Ad hoc and channel 11 are
selected by default.
 Network security. Select from no security, WEP - Personal, WEP - Enterprise,
WPA/WPA2 - Personal, or WPA/WPA2 - Enterprise.
WEP - Personal. Select the authentication (Open System, Shared Key, or
Automatic), and enter the WEP key and key index.
WEP - Enterprise. Select the protocol (LEAP, PEAP, and EAP-TLS), and the
user name, password, server ID, encryption strength, and certification details.
WPA/WPA2 - Personal. Enter the passphrase.
WPA/WPA2 - Enterprise. Select the protocol (Auto, LEAP, PEAP, or EAP-TLS),
and enter the user name, password, server ID, encryption strength, and
certification details.
Wi-Fi Direct
HP Wi-Fi Direct is a feature that allows your Wi-Fi capable devices to make a wireless
network connection directly to your printer without using a wireless router or access point. A
print application must be installed in order to use the printer over the HP Wi-Fi Direct
connection.
 Wi-Fi Direct Name: The unique name of the printer given by the user. This name is
used to identify the printer in the wireless network.
 Connection Method:
o Advanced: This connection method includes security features such
as hiding the Wi-Fi Direct name in addition to authentication by the
user.
o Manual: This connection method requires simple authentication by the
user using a password.
o Auto: There will be no authentication. The mobile device can connect
automatically to the printer and print the document.
 Password: The password given by the user for Advanced and Manual connections.
 Channel: Allows the user to choose the frequency band at which the printer
operates.
 IP Address: IP address to access the printer wirelessly.
 Connected Clients: Identifies the IP addresses of the Connected Clients.

Wireless Direct
HP Wireless Direct is a feature that allows your Wi-Fi capable devices to make a wireless
network connection directly to your printer without using a wireless router or access point. A
print application must be installed in order to use the printer over the HP Wireless Direct
connection.
 Wireless Direct Printing: Turn Wireless Direct Printing On/Off. User can enable it
with either of two options: On (No Security) or On (With Security).
 Network Name (SSID): The unique name of the network given by the user, used to
identify the printer in the wireless network.
 Allow Broadcast of Name (SSID): Allows the user to advertise or hide the network
name.
 Passphrase: The password given by the user when Wireless Direct Printing is
enabled with Security.
 Channel: Allows the user to choose among the channels which operate on 2.4 GHz
frequency band.
 IP Address: IP address to access the printer wirelessly.
 Connected Clients: Identifies the IP Addresses of the Connected Clients.

TCP/IP Settings
The configuration options available depend on your print server model. Use the tabs on this
page to view or configure TCP/IP (Transmission Control Protocol / Internet Protocol)
settings for IPv4 and IPv6 networks.
Summary. Provides a summary of the current TCP/IP configuration settings.
Network Identification. Provides access to identification settings such as the hostname,
IPv4/IPv6 Domain Names, FQDN update options, DNS and WINS(IPv4) server addresses,
and Bonjour Service Name.
HP Connection Inspector. An Intrusion Detection technique that focuses on identifying
malwares based on their behavioral patterns rather than on their signatures. This focuses
particularly on detecting and preventing malwares based on their network behaviors. Select
the Enable check box to enable this feature.
 Protection Mode settings
o DNS Failure Threshold - Failure threshold value to enable throttle
mode for detecting false alarms.
o Monitoring Window - Time duration to monitor failed DNS queries
for enabling throttle mode.
o Protected Mode Duration - (Throttle mode duration) The duration
where the printer operates in a safe mode after and initial detection.
 Remediation settings
o Number of Times in a Protected Mode - Maximum number of
times the printer can enter into Throttle mode before remediation
action.
o Cumulative Protected Mode Duration - Maximum duration the
printer can be in Throttle mode before remediation action.
 Advanced settings
o White List / Exception List - White list table entries are
considered as safe DNS queries during throttling mode.
 Restore settings
o To restore HP Connection Inspector to default values, click
the Restore Defaults button.
NOTE:
If you enter a value, click Apply to set it, or click Cancel to ignore the entry.
USE CAUTION when changing IP addresses; the connection to the Embedded
Web Server will be closed, and client printing may be affected. To re-establish a
connection, use the new IP address.
TCP/IP cannot be disabled. It is required for communication with the Embedded
Web Server.
TCP/IPv4. Allows you to configure IP version 4 (IPv4) parameters, including server-based
or manual IPv4 address settings. For Auto IP, a link-local address is assigned automatically
by the print server.
TCP/IPv6. Allows you to configure IP version 6 (IPv6) parameters, including server-based
or manual IPv6 address settings. Multiple IPv6 addresses may be configured. A stateful
address may be assigned, for example, from a DHCPv6 server. A stateless address, such
as a link-local address, is assigned automatically by the print server.
Config Precedence. Provides access to a configuration precedence table, to indicate
which configuration method has precedence over another.
Advanced. Provides access to other TCP/IP network settings, including idle timeout, LPD
banner page, FQDN Update Options, Web Proxy Server and Syslog Server settings. You
can also enable HP Customer Care Center logging.
Web Proxy Setup - Use this page when you must manually configure a proxy server for
use with HP Web Services. This might be necessary if you have issues when enabling HP
Web Services.
Proxy Server. Proxy server to use by embedded applications in your printer/MFP. Enter up
to 64 alphanumeric characters. A proxy server is typically used by network clients for
Internet access. It caches Web pages and provides a degree of Internet security for those
clients. Enter its IP address or FQDN. On some networks, you might need to contact your
ISP for the proxy server address.
Proxy Server Port. Port number used by the proxy server for client support. Enter a value
from 0 to 65535. The port number identifies the port reserved for proxy activity on your
network.
Proxy Server User Name. If a user account is set on the proxy server, enter the user
name.
Proxy Server Password. If a user account is set on the proxy server, enter the user
password.
Proxy Server Exception List. Web addresses, host names, or domain names not
requiring access through the proxy server. Use a semicolon (;) to separate addresses.

Network Settings
Use the tabs on this page to configure other network protocols. Depending on the print
server model, you can view or configure SNMP settings.
If you enter a value, click Apply to set it, or click Cancel to ignore the entry.
SNMP: Configure SNMP (Simple Network Management Protocol) operation. You may
enable or disable the SNMP v1/v2c or SNMP v3 agents on the print server. For SNMP
v1/v2c, you can choose to control access through custom SNMP community names and
selectable options for the Get Community Name "public". For SNMP v3, you may set up an
account that allows a management application to access the SNMP v3 agent.

Other Settings
Use the tabs on this page to configure general printing protocols and services supported by
the print server. Depending on the print server model, you can configure the following
items:
Misc. Settings. Enable or disable printing protocols and services. In addition, you can set
10/100/1000Base-T Link settings, assign a locally administered address, configure
networking features for supported multifunction/scanning devices, determine name
resolution, specify Bonjour priority service, and whether to clear device settings (Erase
Data) during a cold reset.
Firmware Upgrade. Upgrade your HP Jetdirect print server firmware. (For print servers
that support firmware upgrades.)
LPD Queues. Set up custom LPD (Line Printer Daemon) queues for printing.
USB Settings. (For HP Jetdirect external print servers with a USB printer port.) Configure
Universal Serial Bus port parameters for communications between the print server and
connected device. The configurable parameters available depend on the HP Jetdirect
model and firmware version.
Support Info. Specify the Support page links. Designate a Support contact or phone
number, or specify URL addresses for product and technical support.
Refresh Rate. Specifies the time interval (in seconds) for embedded Web page updates.
To disable the refresh rate, set this value to 0 (zero).

AirPrint
AirPrint™ enables easy network printing from Apple supported products with no need to
install drivers or download software. AirPrint works on wireless and wired networks and
over USB. AirPrint MUST be either enabled by default or the Printer MUST have a single
top-level menu item that enables all network interfaces, networking services, and printing
protocols required by AirPrint. The user can modify the AirPrint settings parameter using
Edit settings page.
  Device Name: A unique name given to the printer by the User. The default name is
the Bonjour Service name of the printer.
 Device Location: Describes the location of the printer.
 Use Degrees Minutes Seconds: Describes the exact location of the printer by
mentioning latitude and longitude coordinate values in Degrees, Minutes, and
Seconds (DMS).
 Use Decimal degrees: Describes the exact location of the printer by mentioning
latitude and longitude coordinate values in Decimal Degrees, (DD).

Select Language
This page appears if the Web pages support multiple languages. (Optionally, supported
languages can be selected through language preference settings in your browser. See your
browser's Help).

Set up Google Cloud Print

Learn how to set up Google Cloud Print.
Before you can set up Google Cloud Print, the HP printer must be connected to a network
with an active internet connection. The Google Cloud Print feature will not work if the HP
printer is not connected to a network.

Setup
The printer has a feature that allows you to configure Google Cloud Print with your HP
printer using the HP Embedded Web Server (EWS). Google Cloud Print allows you to print
to your printer from anywhere with any web-connected device, such as your computer,
phone, or tablet.

Step one: Print the claim sheet

Before setting up the printer to use Google Cloud Print, you will need to print the Claim
Sheet, which contains a Claim URL and QR Code that are both generated by Google.
1. Using the EWS top navigation tabs, click Networking.
2. In the left navigation pane, under Google Cloud Print, click Setup.
The Setup page will indicate the Google Cloud Print status as Not
Registered and provide a Print Claim Sheet button.
3. Click the Print Claim Sheet button to send printer capabilities and model
number to Google and print a sheet of registration instructions from Google.

NOTE:

A Communicating with Google Cloud message displays on the

screen. DO NOT leave this page until the process completes, which
can take up to two minutes.

4. When the claim sheet is retrieved from the Google Cloud, the EWS will
indicate that the sheet will print and prompt you to follow the instructions.

CAUTION:

Registration must be completed within 15 minutes of printing the claim

sheet, otherwise you will have to repeat this process.
 5. Click OK.

Step two: Complete Google Cloud Print registration

Use the following procedures to complete Google Cloud Print registration.

Cancel registration
You can choose to cancel the Google Cloud Print registration after you have printed the
claim sheet. Click the Cancel Setup button, and then click Yes to confirm.

Complete the registration

Follow the instructions on the printed claim sheet to complete registration on a Google
account.
When the registration is complete, the Google Cloud Print page will indicate the Google
Cloud Print status as Registered and provide a Remove Google Cloud button.
The Troubleshooting area provides an option to Disable PDF Printing on Google Cloud
Print jobs in order to resolve print errors. Select this check box if jobs fail to print; however,
this can cause images and fonts to look slightly rougher.

Registration when an admin password is set

If the system admin password is set on the device, you must enter in the admin password
to have access to the following:
 Google Cloud Print page in the EWS
 Control Panel menu to complete a registration for Google Cloud Print (Magic Frame
displays only)
 Control Panel menu to Print the Info Sheet (2 line displays only)

Privet or local registration

Privet or local registration is initiated from your Chromebook and not the printer control
panel or EWS. During Privet registration, the EWS displays a A registration request has
been sent to this printer. To complete registration, go to the printer control panel
and press OK. message. Go to the printer control panel. The display should show a Press
[OK] to allow @gmail.com to register this printer with Google Cloud Print. message.
Touch OK.

Remove Google Cloud Print

When the printer is registered with a Google account, the EWSGoogle Cloud Print page
will say that Google Cloud Print is Registered. Click the button to remove your printer from
Google Cloud Print, and then click Yes to confirm.

Web Proxy
Web Proxy Setup - Use this page when you must manually configure a proxy server for
use with HP Web Services. This might be necessary if you have issues when enabling HP
Web Services.
Proxy Server. Proxy server to use by embedded applications in your printer/MFP. Enter up
to 64 alphanumeric characters. A proxy server is typically used by network clients for
Internet access. It caches Web pages and provides a degree of Internet security for those
clients. Enter its IP address or FQDN. On some networks, you might need to contact your
ISP for the proxy server address.
Proxy Server Port. Port number used by the proxy server for client support. Enter a value
from 0 to 65535. The port number identifies the port reserved for proxy activity on your
network.
Proxy Server User Name. If a user account is set on the proxy server, enter the user
name.
Proxy Server Password. If a user account is set on the proxy server, enter the user
password.
Proxy Server Exception List. Web addresses, host names, or domain names not
requiring access through the proxy server. Use a semicolon (;) to separate addresses.
If you enter a value, click Apply to set it, or click Cancel to ignore the entry.
Please note:
 USE CAUTION when changing IP addresses; the connection to the Embedded
Web Server will be closed, and client printing may be affected. To re-establish a
connection, use the new IP address.
 TCP/IP cannot be disabled. It is required for communication with the Embedded
Web Server.

Security
The security features that may be configured depend on your particular HP Jetdirect print
server model.

Settings
This page provides a tab to run the Security Configuration Wizard, an interactive utility that
will help you configure security settings.
Please note: Do not use the Security Configuration Wizard if you configure security
settings using network management applications, such as HP Web Jetadmin.
In addition, tabs to view current settings and to restore security settings to factory-default
values are also provided.

Authorization
This page provides methods to control configuration management and use of this device.
Certificates. Request, install, and manage digital certificates on the HP Jetdirect print
server. Certificates are used to identify the Jetdirect print server both as a valid Web server
for network clients, and as a valid client requesting access on a secure network. By default,
the Jetdirect print server contains a self-signed preinstalled certificate. (When using the
self-signed certificate, you can select an encryption key length of 1024 or 2048 bits.)
Access Control.(For selected print servers on IPv4 networks only) Limit host access to
this device through an Access Control List (ACL). Each entry in the list consists of an IP
address, and a Mask (a Mask is usually used to identify a network or group of host
systems). Up to 10 entries can be entered. If the list is empty, any supported system may
access the device.
If you are using a Proxy Server or Network Address Translator for your HTTP connection,
ensure that HTTP connections are configured to bypass the Access Control List.

Secure Communication
This page provides settings to securely manage the network using a Web browser and the
HTTPS protocol.
To authenticate the HP Jetdirect Web Server when HTTPS is used, you can configure a
certificate or use the pre-installed, self-signed X.509 Certificate. The encryption strength
specifies which ciphers the Web server can use for secure communications.
Active Ciphers. Select the ciphers and SSL/TLS protocols that the Web server uses for
secure communications.
NOTE:
SSL might lose connectivity if an invalid cipher and protocol combination is
configured.
FIPS Configuration. Enable Federal Information Processing Standards (FIPS) mode. This
mode enforces the use of cryptographic suites and protocols to comply with the FIPS-140
standards for computer security.
NOTE:
The browser might lose connectivity during the reconfiguration process.
Troubleshooting Secure Communication. Enable the logging features to record events
that occur when the product makes connections (as a client) to a secure server (such as
email or network folder). These records can be used for troubleshooting secure connectivity
failures.

Mgmt. Protocols
This page allows you to configure and manage security protocols for this device.
Web Mgmt. Set the security management level for the Embedded Web Server. You can
allow traffic over both HTTP and HTTPS , or choose HTTPS only. For secure management,
HTTPS (Secure HTTP) is used to ensure secure communications between a Web browser
and the Embedded Web Server. For HTTPS, you may use the preinstalled Jetdirect
certificate (X.509) or configure a new one, and you can select an encryption level
(supported cipher suites are DES, RC4, 3DES).
The factory-default setting depends on the print server model and the features supported
by the device. Typically, the default setting is to allow traffic over HTTP and HTTPS.
However, for selected print server models on devices that support IPsec, the factory default
requires all traffic (except IPP traffic) to use HTTPS only.
SNMP. Configure SNMP (Simple Network Management Protocol) operation. You may
enable or disable the SNMP v1/v2c or SNMP v3 agents on the print server. For SNMP
v1/v2c, you can choose to control access through custom SNMP community names and
selectable options for the Get Community Name "public". For SNMP v3, you may set up an
account that allows a management application to access the SNMP v3 agent.
Other. Enable or disable printing protocols, print services, discovery protocols, name
resolution services, and configuration management protocols as desired for security. This
allows you to control access through protocols that may not be secure.

802.1X Authentication
This page allows you to configure 802.1X authentication settings on the Jetdirect print
server as required for client authentication on your network. In addition, you can reset the
802.1X authentication settings to factory-default values.
USE CAUTION when changing the 802.1X authentication settings; you may lose your
connection. If communication with the device is lost, you may need to reset the print server
to a factory-default state and reinstall the device.
Supported 802.1X authentication protocols and configuration settings depend on the print
server model and firmware version. Full-featured print servers support the following
protocols:
  PEAP. Protected Extensible Authentication Protocol (PEAP) is a mutual
authentication protocol that uses digital certificates for network server
authentication and passwords for client authentication.
 EAP-TLS. Extensible Authentication Protocol using Transport Layer Security (EAP-
TLS) is a mutual authentication protocol based on digital certificates for
authentication of both the client and the network authentication server.
Both PEAP and EAP-TLS use dynamic encryption keys for secure communications. If an
authentication failure occurs, you can select whether to connect anyway or block access.
Please note: Many infrastructure components, such as LAN switches, use 802.1X
protocols to control a port's access to the network. Before network installation on these
ports, you must initially configure the Jetdirect print server with 802.1X settings using an
isolated LAN, or directly using a cross-over cable.

IPsec / Firewall
A Firewall or IP Security (IPsec) policy allows you to control traffic to or from the device
using network-layer protocols. Either Firewall or IPsec / Firewall pages will appear
depending on whether IPsec is supported by the print server and device. If IPsec is not
supported, Firewall pages will be displayed and a Firewall policy can be configured.
Please note: Before you enable a Firewall or IPsec policy, you should secure access to
your configuration management settings (for example, through an administrator password).
This will ensure your policy is not easily disabled through Telnet, control panel menus, or
other management tools.
 Firewall. Use this page to view or configure a Firewall policy. A Firewall policy
consists of up to 10 rules, where each rule specifies the IP addresses and
services allowed by the print server and device. To add a rule, click Add Rule.
This runs a wizard that will help you configure each rule.
 IPsec / Firewall. (Selected HP Jetdirect models only) Use this page to view or
configure an IPsec / Firewall policy. An IPsec / Firewall policy consists of up to
10 rules. As with a Firewall policy, each rule specifies the IP addresses and
services allowed by the print server and device. With IPsec support, you can
apply IPsec authentication and encryption protocols for those addresses and
services. To add a rule, click Add Rule. This runs a wizard that will help you
configure each rule.

Announcement Agent
Use this page to enable or disable the HP Device Announcement Agent, to set the
configuration server, and to indicate whether to require mutual authentication using
certificates. When enabled (the default), the HP Device Announcement Agent sends an
announcement to a configuration server when the device first connects to your network.
The configuration server, such as the HP Imaging and Printing Security Center, then sends
the pre-established configuration settings to the device.

Diagnostics
Use these pages to troubleshoot or enhance network operation.

Network Statistics
Displays network statistics that have been collected and stored on the HP Jetdirect print
server. Network statistics are often useful to diagnose network performance and
operational problems.

Protocol Info
Provides a list of network configuration settings on the HP Jetdirect print server for each
protocol.

Configuration Page
Displays the HP Jetdirect configuration page, which contains HP Jetdirect status and
configuration information. See the HP Jetdirect documentation on your CD-ROM for a
detailed description of the configuration page contents.

Other Links
Learn about other resources available in the Networking tab.

Support
This page displays a list of resource links for additional help. The local and remote resource
links on this list may be configured configured using the Support Info page. To open this
page, select the Networking tab and choose the Other Settings menu, then select
the Support Info tab.

Configure printer security

Configure printer security using the Security tab in the EWS.

 Printer security features

 Configure the Account Policy settings
 Configure Access Control settings for walk-up features
 Protect printer data
 Manage the installed remote app certificates
 Install certificates to ensure data security in the EWS
 Install certificates for whitelisting remote apps on the printer
 Restrict email domains
 Specify websites able to access a printer

Student learning objectives

By the end of this module, learners should be able to:
Assign an administrator password.

Configure Access Control settings for walk-up features

Set up the Protect Stored Data feature.

Install certificates for data security and whitelisting remote apps.

HP recommends reviewing the following security best practices documents.
 HP Printing Security Best Practices for HP FutureSmart Products
 HP Printers - Minimum security settings for products on the open Internet

 Printer security features

 Learn how to configure the printer security features using the EWS.
 The printer includes several security features to restrict who has access to
configuration settings, to secure data, and to prevent access to valuable hardware
components.
 NOTE:
 The steps vary according to the type of control panel.
 Control panel types

Firmware
Control panels
version

FutureSmart 3

FutureSmart 4

Security statements

 The printer supports security standards and recommended protocols that help you
keep the printer secure, protect critical information on your network, and simplify
the way you monitor and maintain the printer.
 Video overview
 View information about how to set the printer's security features.
 NOTE:
 This video applies to multi-function printers (MFPs) with FutureSmart 4 firmware
installed.

Assign an administrator password

Assign an administrator password for access to the printer and the HP Embedded Web
Server so that unauthorized users cannot change the printer settings.
1. In the address line of your web browser, type the IP address or host name of
the printer to open the EWS.
2. On the EWS Home page, click the Sign In button on the top right corner of
the page, and then enter the Administrator credentials, as follows:
o Local Device Account: Administrator
o Password: admin
3. Click the Security tab.
Security tab

4. In the left navigation pane, click General Security.

5. In the User Name field, enter or select the desired administrator user name.
6. Enter a password in the New Password field, and then enter it again in
the Verify Password field.

NOTE:

To change an existing password, first enter the existing password in

the Old Password field.

NOTE:
 Make note of the password and store it in a safe place. The
administrator password cannot be recovered. If the administrator
password is lost or forgotten, contact HP Support
at support.hp.com for the assistance required to completely reset the
printer.

7. Click Apply to save the settings.

NOTE:

To maintain security, click Sign Out when you have finished using the

EWS.
HP recommends securing the printer by setting the admin password for the EWS. If the
password is not set, anyone with access to the printer can configure any setting and
discover information about your network.
Some tabs, pages, and settings are available only when an administrator password is set.
For more information about assigning an administrator password, see the General
Security page on the Security tab.

Configure the Account Policy settings

Learn how to configure the Account Policy settings in the EWS.
The account policy should be configured to match the printers network account policy as
closely as possible. The default policy was created by matching the Microsoft Active
Directory security defaults. HP suggests working with your customer’s IT department to
make sure the MFP account is secure.
NOTE:
Remote configuration accounts include access to management tools, such as HP
Web Jetadmin.

Enable account lockout

The Account lockout feature allows administrators to specify the number of failed log in
attempts before the printer enters Protected Mode, which makes the account unavailable
for the duration of the lockout period.
NOTE:
Before reducing the number of maximum log in attempts, make sure that the total
number of EWS credentials stored in Web Jetadmin do not exceed the number of
allowed log in attempts. If the number of credentials exceeds the number of log in
attempts, a status communication error might occur if Web Jetadmin discovers a
new printer.

1. Click the Security tab.
2. Open the Account Policy menu.
3. In the area labeled Local Administrator Password or the area
labeled Remote Configuration Password, select Enable account lockout.
4. In Maximum attempts, type the number of times an administrator can enter
an incorrect password before being locked out of the account.

NOTE:
 The default number of attempts is 5. The allowable number of
attempts can range between 3 and 30.

5. In Lockout interval, type the number of seconds for which the account will
be locked.

NOTE:

The default number of seconds is 300. The allowable number of

seconds can range between 5 and 1800 seconds.

6. In Reset lockout counter interval, type the number of seconds that must pass
after a failed log in attempt before the failed log in attempt counter resets to
0.

NOTE:

The default number of seconds is 300. The allowable number of

seconds can range between 5 and 1800 seconds.

7. Click the Apply button to save the settings.

Enable password complexity

The password complexity feature means that you must select three different character
types when selecting a password. The options include uppercase letter, lowercase letter,
numbers, and special characters. This is based on the Microsoft default for password
complexity requirements.
For more information, see Microsoft complexity requirements.
1. Click the Security tab.
2. Open the Account Policy menu.
3. In the area labeled Local Administrator Password or the area
labeled Remote Configuration Password, select Enable Password
Complexity.

NOTE:

When password complexity is enabled, administrator account

passwords must contain three of the following characteristics:
o Uppercase letters
o Lowercase letters
o Numbers
o Special Characters

4. In Minimum password length, type the minimum numbers of characters that

the password must contain.

NOTE:

The default number of characters is 8. The number of characters

required in a password can range from 0 to 16. Setting the number of
 characters to 0 indicates that the minimum number of characters is
disabled and that no password is required to access an account.

5. Click the Apply button to save the settings.

Configure Access Control settings for walk-up features

Learn how to configure Access Control settings for walk-up printing features.
Use the Access Control page to manage the print features users can access:
 Enable and Configure Sign-In Methods – set up how users log in at the printer
control panel or from the computer to access print features
 Sign-In and Permission Policies – set up access restrictions for user types,
access types, and sign-in methods
 Device User Accounts – create, edit, import, export, and delete user and group
accounts for accessing printer features
The following steps explain how to use the Access Control feature.

Step one: Set up the sign-in methods

The Access Control sign-in methods can be enabled for the printer, but only one can be the
default sign-in method. If more than one method is enabled, access the non-default method
from the printer control panel by touching Sign In, and then touch Advanced.
Sign-in methods
NOTE:
If an HP Smart Card Reader solution is installed, disable all other sign-in methods
on this page because signing in is required with this solution. Install certificates on
the Certificate Management page if required.

 Windows
 LDAP
 Installed third-party sign-in solutions – See the documentation that came with
the third-party solution for information about setting up that sign-in method.

Windows sign-in setup

Use the following steps to set up Windows sign-in.
1. Using the EWS top navigation tabs, click Security.
2. In the left navigation pane, click Access Control.
3. To configure the Windows sign-in method, click the Setup link for this
method on the Access Control page.
4. Select the Enable Windows Sign In (Kerberos and NTLM) check box.
5. Add Windows domains to be recognized by the printer:
a. Enter the Fully Qualified Domain Name (FQDN) or IP address in
the Trusted Domains field.
b. Click Add.
Enter the fully-qualified host name or an IP address in dotted-decimal
notation.

NOTE:
 If DNS settings are not set appropriately, a fully-qualified domain
name might be required.

By default, the first domain added to the trusted domain list is automatically
selected as the Default Windows Domain. If other trusted domains have
been added, they can be selected as the default domain in the Default
Windows Domain field.
6. Select the Show Preferred Domain Servers check box to create a list of
preferred domain servers.
The specified Preferred Domain Servers will be used first, and if these
servers do not work, the firmware will find domain servers based on the
Trusted Domains list.
a. Enter the FQDN or IP address in the Preferred Domain
Servers field.
b. Click Add.
7. Verify the match and retrieval default attributes and update if necessary.

NOTE:

The Enable reverse DNS lookups option is selected by default. Use

a secure connection (SSL) is disabled by default.

Match and retrieve attribute fields

o Match the name entered with this attribute:
The sAMAccountName attribute is entered by default. This
attribute retrieves the Windows Active Directory account name to
verify the user names.
o Retrieve the user's e-mail address using this attribute:
The mail attribute is entered by default and is the recommended
attribute. This attribute retrieves the Windows Active Directory
user's email address to pre-populate address fields as
appropriate.
o Retrieve the device user's name using this attribute:
The displayName attribute is entered by default. This attribute
retrieves the Windows Active Directory display name.
8. To verify that the sign-in method is working correctly, enter a
valid Username and Password in the Test Windows Sign in area, and
then click Test.
9. At the bottom of the page, click OK to save the settings.
NOTE:
To remove a domain, select the domain, and then click Remove.

LDAP sign-in setup

Use the following steps to set up LDAP sign-in.
1. Using the EWS top navigation tabs, click Security.
2. In the left navigation pane, click Access Control.
3. To enable the LDAP sign-in method, click the Setup link for this method on
the Access Control page.
4. Select the Enable LDAP Sign In check box in the Setup area.
 5. Enter an LDAP address in the LDAP Server Address field. The address
can be a fully-qualified host name or an IP address in dotted-decimal
notation.
6. Select Use a secure connection (SSL) to use SSL when connecting, and
then enter the port number on the LDAP server in the Port field.

NOTE:

When using TSL or SSL, port 636 is used by default.

7. Specify the authentication requirements in the Server Authentication

Requirements area.
a. Select Use Device User's Credentials, and then enter the Bind
Prefix.
b. Select Use LDAP Administrator's Credentials, and then enter
values in the LDAP Administrator's DN and Password fields.
8. In the LDAP Database Search Settings area, enter the Bind and Search
Root, and then click Add.
9. Verify the match and retrieval default attributes and update if necessary.
Match and retrieve attribute fields:
o Match the name entered with this attribute: Enter the name of
an attribute
o Retrieve the user e-mail address using this attribute: Enter the
name of an attribute
o Retrieve the device user's name using this attribute: Enter the
name of an attribute
o Retrieve the device user's group using this attribute:
The objectClass attribute is entered by default

NOTE:

The Exact match on Group attribute option is selected by

default.

10. To verify that the sign-in method is working correctly, enter a

valid Username and Password in the Test LDAP Sign In area, and then
click Test.
11. At the bottom of the page, click OK to save the settings.

Step two: Set up print feature permissions

The following instructions provide information on how to configure access restrictions for
user types, access types, and sign-in methods.
NOTE:
By default, all print features for Device Guest are set to Access
Granted and Device User are set to Full Access, which do not require a sign-in
method. Sign-in is not required unless the sign-in method is changed in the Sign
In Method column from Use Default to one of the three sign-in methods (Local
Device, LDAP, or Windows).
1. Determine the appropriate level of Guest access in the Device
Guest column.

o  Access Granted: Allows a Device Guest to use the

specified print feature without signing in

o  Requires Sign In: Requires a Device Guest to sign in to use

the specified print feature
c. Disable all print features by clicking the check box under Device
Guest. The check boxes are now set to Requires Sign In to use
the print features.
OR
d. To disable a specific print feature, click the check box to the right
of the feature in the Device Guest column. The print feature is
now set to Requires Sign In to use the feature.
Options for permissions on the Access Control page

2. Determine the level of access for a Device User.

o  Full Access: Allows a Device User to use the specified print

feature without signing in

o  Access Denied: Requires a Device User to sign in to use

the specified print feature
c. Disable all print features by clicking the check box under Device
User. The check boxes are now set to Access Denied. If a print
feature is set to Access Denied in the Device User column, the
 access in the Device Guest column automatically changes
to Requires Sign In.
d. To disable a specific print feature, click the check box to the right
of the feature in the Device User column. The print feature is
now set to Access Denied. If a print feature is set to Access
Denied in the Device User column, the access in the Device
Guest column automatically changes to Requires Sign In.
3. Determine the Sign In Method for print features for walk-up users at the
printer’s control panel.

NOTE:

By default, the Sign In Method is set as Local Device; however, this

does not require sign in to use a print feature unless the sign-in
method is changed for the specific print feature from Use
Default to Local Device.

4. To require users to use the sign-in method set for each print feature, do not
check the check box for Allow users to choose alternate sign-in m

Step three: Set up the Job Status and Screen Behavior settings
Use the following steps to configure an automatic sign out from the printer.
1. Click the Automatically sign out check box, and click the radio button for
either Sign out immediately when job starts or Sign out after 10 seconds
with option to stay signed in.
2. Under Default Retain Settings Behavior, select the job types to retain settings
by clicking the following check boxes:
o Copy
o Digital Send
o Fax

Step four: Set up the default permissions for each sign-in method
Use the following steps to configure the default permission set type for Windows or LDAP
sign-in methods.
1. Set the default permissions for all users and groups by clicking the drop-down
lists for LDAP and Windows, and select the appropriate option.
2. If specific users or groups need different permissions from the default
permissions, click New.... The New User or Group to Permission Set
Relationship page opens.
a. From the User or Group drop-down list, select
either User or Group.
b. Using the Permission Set drop-down list, select either Device
Administrator or Device User.
c. From the Sign In Method drop-down list,
either LDAP or Windows.
d. In the Network User or Group Name field, enter a user or group
name.
e. Click OK.

Step five: Set up Device User Accounts

Use the following steps to set up individual Device User Accounts that use an access code
for the Local Device sign-in method.
1. From the Default Permission Set for new accounts drop-down list, select
either Device Administrator or Device User.
2. Click New... to create a new Device User Account, and enter the following
information:
o Display Name: Enter a Device User Account name
o E-mail Address: Enter the user e-mail address
o Network Name: Enter the network name
o Access Code: Use this generated Access Code or assign a new
code
o Permission Set: From the drop-down list, select either Device
Administrator or Device User
3. Click OK.

Step six: Complete the setup

On the Access Control page, review the selected settings, and then click Apply to
complete the setup.

Protect printer data

There are several methods to protect customer data stored on the printer hard drive(s).
One of the best solutions is to purchase a printer with an encrypted drive or upgrade to an
encrypted drive if the option is available.
The data on an encrypted drive is not accessible if removed from the printer. Data on the
drive should be erased prior to donating, recycling, or transferring ownership of this printer.
To ensure that print or scan job images are not retained on the hard drive (until overwritten
by another job) select a secure file erase mode in the Managing Temporary Job
Files area of the Protect Stored Data page.
NOTE:
If a job is in process at the same time a data erase mode operation is initiated, the
job will complete before the data erase operation begins.

Step one: Set up Protect Stored Data

Learn how to set up Protect Stored Data using the EWS.

Drive Status
Click the Security tab, and then select Protect Stored Data to access the Drive Status
in the EWS.
Drive status
The Drive Status area of the Protect Stored Data page contains the following
information about each drive installed on the printer:
 Type of drive
 Content on the drive
 Serial number
 Encryption status
If multiple drives are installed on the printer, use this Drive Status area to specify
which drive the printer uses by using the Use Drive... operation and also to perform
an Erase Drive... operation on a specified drive.
eMMC/SSD devices show Status Disk Cannot be encrypted for the encryption status.
This status is normal because these devices are not self-encrypting. All customer data
written to eMMC/SSD devices is encrypted.
eMMC/SSD drive encryption status

Job Data
Use the following steps to select a data erase mode.
Types of data erase modes available for performing a data erase operation for devices with
a hard disk drive:

Job Data for printers with a hard disk drive

  Non-Secure Fast Erase (No overwrite)
 Secure Fast Erase (Overwrite 1 time) — overwrites the data once and has
little effect on printer performance
 Secure Sanitize Erase (Overwrite 3 times) — overwrites the data three
times and might have an affect on printer performance
Data erased when performing a data erase operation:
 Stored jobs
 Temporary job files (created as the result of processing jobs)
 Installed solutions that are stored as job data
1. For devices with hard disk drives, select a data erase mode in the Job
Data area of the Protect Stored Data page.
2. At the bottom of the page, click the Apply button.

NOTE:

The printer automatically restarts after the Erase Job Data operation
completes. The printer control panel displays the splash screen while
the operation is in progress. Erase Job Data operations can take
varying lengths of time, from minutes to hours, depending on the
amount of data being erased.
To change the data encryption algorithm on a printer with eMMC/SSD storage, select the
algorithm to use, and then click the Apply button at the bottom of the page.
Changing the encryption algorithm setting causes all stored jobs to be lost.
Printers with eMMC/SSD storage devices do not have data erase modes for job data.
However, they do have job encryption algorithm options.

Job Data for printers with eMMC/SSD storage

Algorithms to encrypt job data for devices with eMMC/SSD (no HDD):
 AES-128 (less secure, normal system performance)
 AES-256 (more secure, decreases system performance)

Change Password for Encrypted Drives

Learn how to change the password for encrypted hard drives.
NOTE:
This is an optional configuration setting. The printer encryption keys are randomly
generated when the product is started and securely stored in a protected memory
area.
NOTE:
This configuration setting is not available for eMMC/SSD printers. The encryption
key on an eMMC/SSD printer is regenerated every time the printer is restarted.
If an EIO drive is installed on the printer, its information will be displayed in the Drive
Status section and a Change Password... button will be available in the Change
Password for Encrypted Drives area.

Generate a new random password for all encrypted drives

Use the following steps to generate a new password for encrypted drives.
CAUTION:
All customer data currently stored will be lost during a cryptographic erase.

1. Select Generate a new random password (Recommended).

 2. Click the Change Password... button.

Manually set a new password for all encrypted drives

Use the following steps to manually set a new password for encrypted drives.
CAUTION:
All customer data currently stored will be lost during a cryptographic erase.

1. Select Manually set a new drive password.

2. Enter a password in the Password: and Confirm Password: fields.
3. Click the Change Password... button.

Managing Temporary Job Files

Use the Managing Temporary Job Files area to set the data erase mode used when
temporary job files are erased during a data erase operation.
The following types of data erase modes are available for data erase operations on
temporary job files:
 Non-Secure Fast Erase (No overwrite) — deletes the cryptographic key
 Secure Fast Erase (Overwrite 1 time) — overwrites the data once and has
little effect on printer performance

NOTE:

This data erase mode is not available for eMMC/SSD devices.

 Secure Sanitize Erase (Overwrite 3 times) — overwrites the data three

times and might have an affect on printer performance

NOTE:

This data erase mode is not available for eMMC/SSD devices.

Manage Stored Jobs

Use the Manage Stored Jobs area to manage settings for jobs stored on the printer and
for Quick Copy jobs; stored jobs sent from the print driver.
The following settings are available for configuration:
 Allow new jobs to be saved in Job Storage - select this check box to
enable job storage on the printer. The jobs are sent from a print driver, or they
can be created with the Scan to Job Storage app on the printer control panel
(if available).
Select one or more of the following check boxes to configure the use of PINs
for stored jobs:
o Require all PINs to be four digits
o Require all Scan to Job Storage jobs to be PIN-protected
o Require all print driver stored jobs to be PIN-protected or
encrypted
o Cancel all print driver jobs without PIN protection
 o Add PIN protection to existing stored jobs - the specified PIN
will be assigned to all currently existing jobs that do not already
have an associated PIN.
 Retain Temporary Jobs After Reboot - specify if temporary jobs are
retained after the printer is restarted. The following settings are available:
o Do not retain
o Personal jobs only
o All temporary jobs
 Temporary Stored Job Retention - specify how long Quick Copy jobs are
held on the printer. The following settings are available:

o Off

(default)
o 30 minutes
o 1 hour
o 4 hours
o 1 day
o 1 week
o 4 weeks
o 3 days
 Temporary Job Storage Limit - specify how many Quick Copy jobs can be
stored on the printer.
 Job Sort Order - specify how stored jobs are sorted, either by Job
Name (default) or Date.
The job sort order also affects the jobs that are in the print queue on the
device.
 Default Folder Name - specify the default folder where jobs are stored.
 Standard Stored Job Retention - specify how long standard jobs are held
on the printer. The following settings are available:

o Off

(default)
o 30 minutes
o 1 hour
o 4 hours
o 1 day
o 1 week
o 4 weeks
o 3 days
 Behavior when users are authenticated - define what users first see when
they enter the Retrieve from Device Memory app (FutureSmart 3) or the Print
from Job Storage app (FutureSmart 4) from the printer control panel. The
following settings are available:
o Default - when users enter the app from the printer control panel,
they see all folders inside the app.
o Assist users to their jobs - authenticated users entering the app
first see only their jobs.
Click the Apply button to save any changes made on the Protect Stored Data pa
Step two: Complete the setup
On the Protect Stored Data page, review the selected settings, and then click Apply to
complete the setup.

Manage the installed remote app certificates

Learn how to manage the installed remote app certificates.
The Manage Remote Apps page is available only for printers that have FutureSmart 4 with
firmware version 4.5 or later. Use the Manage Remote Apps page to install and manage
the certificates for the remote apps that are available on mobile devices. When a certificate
is installed, the remote app is added to a whitelist that allows it to be used on the printer.
The printer supports the following import formats for certificates:
 .DER (binary)
 .CER (binary or Base64)
 .PEM (Base64, installs single certificate)

Install certificates to ensure data security in the EWS

Use the Certificate Management page to manage certificates for identification of the
printer on a network and to encrypt data used by the printer.
The printer comes with a self-signed identity certificate and a self-signed Certificate
Authority (CA) certificate. The printer also comes with three Root CA Certificates from
popular Certificate Authorities. These Root CA Certificates can be used to authenticate
popular email services including Gmail, Yahoo, and MS Office 365.
Certificates are managed from the Security tab > Certificate Management page of the
EWS. The Certificate Management page contains the following tabs:
 Certificate tab – Use to import, view details, remove, export, and use for e-mailing
signing with certificates
 Certificate Validation tab – Use to disable or enable validation of Kerberos server
certificates with either the OCSP or CDP validation
The printer supports the following import formats for certificates:
 .DER (binary)
 .CER (binary or Base64)
 .PEM (Base64, installs single certificate)
 .PFX (identity certificate)
 .P7B (CA certificates only)

Create or install certificates

Learn how to create or install security certificates.

Create a new self-signed certificate

Use this feature to create a new, self-signed identity certificate for the printer. A self-signed
identity certificate is installed on the printer by default for data-encryption purposes only.
Self-signed identity certificates are not accepted for authentication since they are not
issued by a trusted Certificate Authority (CA).
NOTE:
To create an identity certificate signed by a CA, see the following sections on
creating a certificate signing request (CSR) and installing an identity certificate
from a CSR.
Creating a new, self-signed certificate overwrites and replaces the existing self-signed
certificate on the printer.
1. Using the top navigation tabs, click Security.
2. In the left navigation pane, click Certificate Management.
3. Click Create... in the Create New Self-Signed Certificate area.
4. Enter the identifying information for the printer in the Identifying
Information area.
5. Select an encryption key length in the RSA Key Length: drop-down menu in
the Key Options area.

NOTE:

If the Trusted Platform Module (TPM) is installed, the private key may
be marked as exportable. However, if Mark private key as
exportable is selected, the private key will not be generated on the
TPM.

6. Select a signature algorithm from the Signature Algorithm drop-down

menu in the Signature Algorithm area.
7. Enter the validity period for the certificate in the Certificate Validity area.
The default validity period is five years from the system date at creation time.
8. Click OK to go to the new, self-signed certification confirmation page. To
return to the main Certificates page without updating the current, signed cer

Create a certificate signing request

Use the following steps to create a certificate signing request.
1. Using the top navigation tabs, click Security.
2. In the left navigation pane, click Certificate Management.
3. Click Create... in the Create Certificate Signing Request area.
4. Enter the identifying information for the organization to which the certificate
will be issued in the Identifying Information area.
5. Select an encryption key length for the requested certificate in the RSA Key
Length: drop-down menu in the Key Options area.

NOTE:

If the Trusted Platform Module (TPM) is installed, the private key may
be marked as exportable. However, if Mark private key as
exportable is selected, the private key will not be generated on the
TPM.

6. Select a signature algorithm for the requested certificate from the Signature

Algorithm drop-down menu in the Signature Algorithm area.
7. Click OK to proceed to the Create Certificate Signing
Request confirmation page.
8. Copy, or save to a file, the contents of the certificate signing request on
the Create Certificate Signing Request confirmation page. The contents of
the certificate signing request must be presented to a CA to complete the
request process.
Install an identity certificate
Use this to install an identity certificate created from a CSR.
1. Using the top navigation tabs, click Security.
2. In the left navigation pane, click Certificate Management.
3. Select Install Identity Certificate from CSR.
4. Click Browse next to the Choose File field.
5. Locate the certificate for import, and then click Open.
6. Click Install.

Import an identity certificate

Use the following steps to import an identity certificate.
1. Using the top navigation tabs, click Security.
2. In the left navigation pane, click Certificate Management.
3. Select Import Identity Certificate with Private Key.

NOTE:

If Trusted Platform Module (TPM) is installed, HP recommends

creating and using a certificate signed by a CA.

4. Click Browse next to the Choose File field.

5. Locate the certificate for import, and then click Open.
6. Click Install.

Install a certificate
Use the following steps to install a certificate.
1. In the left navigation pane, click Certificate Management.
2. Click Browse next to the Choose File field.
3. Locate the certificate for import, and then click Open.

NOTE:

Identity type certificates, as well as Certificate Authority type

certificates, are valid types for importation and use with this printer.

4. If the certificate has a private key (for example, a .pfx file), enter the
password for the certificate in the Certificate Password field. Use the same
password used to encrypt the private key.
5. Click Import.

Configure the certificate validation settings

Use the following information to configure the certificate validation settings in the EWS.

Configure OCSP certificate validation

Use the following steps to set up OCSP certificate validation.
NOTE:
 Certificates might need to be installed in the Certificates tab for the OCSP
servers.

1. Using the top navigation tabs, click Security.

2. In the left navigation pane, click Certificate Management.
3. Click the Certificate Validation tab of the Certificate Management page.
4. Select the Perform OCSP Validation on the certificate trust chain option
on the Certificate Validation tab.
5. Enter a URL for an OCSP server, and then click Add.

NOTE:

Multiple OCSP servers can be added for certificate validation. The

URLs for the OCSP server(s) might be fully-qualified domain names
or IP addresses.

6. Select the Treat Unknown certificate status as valid check box, if

necessary.
7. Click Apply to save the settings.

Configure CDP certificate validation

Use the following steps to configure CDP certificate validation.
1. Using the top navigation tabs, click Security.
2. In the left navigation pane, click Certificate Management.
3. Click the Certificate Validation tab of the Certificate Management page.
4. Select the Perform CDP Validation on the certificate trust chain option on
the Certificate Validation.
5. Click Apply to save the settings.

Install certificates for whitelisting remote apps on the printer

Learn how to install certificates for remote apps.
The Manage Remote Apps page is available only for printers that have FutureSmart 4 with
firmware version 4.5 or later. Use the Manage Remote Apps page to install and manage
the certificates for the remote apps that are available on mobile devices. When a certificate
is installed, the remote app is added to a whitelist that allows it to be used on the printer.
1. Sign in to the EWS using administrator credentials.
2. Using the top navigation tabs, click Security.
3. In the left navigation pane, click Manage Remote Apps.
4. Click Browse next to the Choose File field.
5. Locate the certificate for import, and then click Open.

NOTE:

The certificate can be a self-signed certificate.

6. Click Import.
The printer supports the following import formats for certificates:
 .DER (binary)
 .CER (binary or Base64)
 .PEM (Base64, installs single certificate)
Restrict email domains
Use the Email Domain Restriction page, located in the Security tab, to restrict the
domains to which the users are allowed to send email jobs and job notifications.
Email Domain Restriction page

Specify websites able to access a printer

Use the Web Service Security page, located in the Security tab, to enable Cross-Origin
Resource Sharing (CORS), which allows resources on this printer to be accessed by
web pages from different domains, and manually add trusted sites for this printer.
Web Service Security page
Configure the printer
Use the following information to configure the printer using the EWS.

 Configure the color calibration and cleaning cycles

 Configure the Manage Trays settings
 Configure the Manage Supplies settings
 Configure jam recovery
 Configure energy-conservation settings
 Configure job accounting

Student learning objectives

By the end of this module, learners should be able to:
 Configure the tray settings and load the trays.
 Configure the Manage Supplies settings.
 Configure the energy conservation settings.

Configure the color calibration and cleaning cycles

Learn how to configure the color calibration and cleaning cycles using the EWS. These
features are available in the Troubleshooting tab.
Multifunction printers automatically calibrate and clean at various times to maintain the
highest level of print quality. The purpose of this document is to provide an understanding
of these processes and suggest possible configuration changes that will minimize
interruptions to the user.
While the printer is calibrating and cleaning, the printer will pause normal print operations
for the amount of time it takes to complete the calibration or cleaning. For most calibrations
and cleaning, the printer will not interrupt a print job, but will wait for the job to complete (or
in the case of a job with multiple copies, a copy boundary) before calibrating or cleaning. In
the case of very large jobs, a calibration may occur before the job completes.
The end result of any calibration is to achieve an optimal printing state. This desired state is
the result of carefully measuring print performance over the life of several printers in
different environmental conditions.

Calibration Timing and Duration

Please note that all of the below times are “best case” times. Color Plane Registration
(CPR) calibrations may require additional retry sequences before they complete with
satisfactory results.

Normal Timings and Durations

When Cycle Performed Duration

The product is powered on or brought to Ready  Dhalf, Dmax 1 minute

from sleep mode.  Color Plane 21 seconds
Registration
NOTE:
 Dhalf1 and Dmax2 calibrations are not
performed when the printer is powered on
or brought to Ready and the fuser (CPR)3
temperature registers 122 degrees F (50
degrees C) or more.

One or more new print cartridges are installed.

NOTE:
Dhalf and Dmax calibration are run after
50 pages are printed on the new
cartridge(s).
 Dhalf, Dmax
Intermediate Transfer Belt (ITB)44 is replaced.
 Color Plane 1 minute
Laser Scanner is replaced. Registration 21 seconds
(CPR)
After 1000 pages have printed since the last
calibration.
NOTE:
The printer will finish printing the current
job before calibrating.

After 8 hours has elapsed since the last print job.  Dhalf, Dmax 43 seconds

 Color Plane
After 15 minutes of continuous printing. Registration 38 seconds
(CPR)

In the middle of print operations.

NOTE:
 Color Plane
When the printer needs to perform a CPR Registration 38 seconds
calibration, it will wait until the end of (CPR)
the print job or 100 pages before
execution.

When Quick Calibration is selected from the

 Dhalf, Dmax 43 seconds
control panel menu.

 Dhalf, Dmax
When Full Calibration is selected from the  Color Plane 1 minute
control panel menu. Registration 21 seconds
(CPR)
 When the printer needs to evaluate toner level in  Cleaning, toner
45 seconds
print cartridge. level sensing

When the printer needs to perform periodic

 Toner Purge 21 seconds
lubrication and cleaning of toner cartridges.

 Cleaning primary
After a mis-print. 13 seconds
transfer

 Clearing paper
After a paper jam. 28 seconds
path
1

Density Halftone (Dhalf): A means of calibrating the print tone characteristics.

2

Density Maximum (Dmax): The maximum density that can be printed.

3

Color Plane Registration (CPR): A method of aligning the 4 primary color planes.
4

Intermediate Transfer Belt (ITB): The medium onto which the print image is intermediately
formed and then transferred to print media.

Worst Case Delays

The calibration and cleaning processes run independently. If they happen to coincide, then
the resulting delay could be as long as 1 minute 42 seconds.
At power on, if the fuser is cold, the combined time for boot-up (3 minutes) plus calibration
(1 minute 21 seconds) could result in a total delay of 4 minutes 21 seconds before the
printer is Ready.
NOTE:
Delay times depend on the printer model.

Steps to minimize interruptions

Use the following recommendations to minimize interruptions for printer users.
 Set the Sleep Delay to 120 minutes (2 hours).
o Administration, General Settings, Energy Settings, Sleep delay
 Set Delay Calibration at Wake/Power On to NO.
o Device Maintenance, Calibration/Cleaning, Delay Calibration at
Wake/Power On
 Set the Wake Time for each day to 15 minutes before the first expected use of the
product.
o Control Panel:Administration, Display Settings, Sleep Mode, Use
Sleep Schedule
o Embedded Web Server:General Tab, Sleep Schedule
These steps will ensure that the printer has completed the calibration and cleaning cycles
before users are expected to need the product. Setting the Sleep Delay to 2 hours will
prevent the product from going into sleep mode (this assumes the product will not be
inactive more than two hours).

Background – Explanation of Calibration and Cleaning

The purpose of a print alignment calibration is to adjust one or more elements of the print
system such that print and image quality is returned to an optimal state. These calibrations
carefully measure each CMYK print result to ensure that the colors are properly aligned in
the resulting image.

Color Plane Registration

CPR Calibration sets several printer parameters; top of page (vertical scanning start
position), start of line (horizontal scanning start position), and scale in the scan direction
(horizontal scanning magnification). We refer to registration errors as being in the Process
Direction (PD) or the Scan Direction (SD). Process Direction is in the direction of motion of
the paper through the printer; Scan Direction is perpendicular to the Process Direction.
 Top of page calibration sets the delay, or offset, between each of the colors,
CMYK, so that the color planes are lined up in the process direction.
 Start of line calibration aligns each of the colors in the scan direction.
As with Halftone Adjustment, CPR calibration is done by writing patterns on the image
transfer belt and then using sensors to read the patterns. Variations in the timing of the
patterns tell the printer how to compensate for top of page, start of line, and scale in the
scan direction.
There are several sources of CPR error in the print system. While cartridge and ITB
variation are large contributors, there are other factors which may contribute to CPR error.
These include the laser scanner assembly and heat dissipation during printing. Therefore,
following long periods of print operation, the printer may require a calibration to be
performed.

Maximum Density (Dmax) Calibration

The purpose of Maximum Density calibration is to set the maximum density (100%
exposure) of each of the primary print colors (cyan, magenta, yellow, and black). During
Dmax calibration, patches are generated and developed onto the image transfer belt (ITB).
The developed patches pass by two internal sensors that “read” the patches and the data is
used by the printer to adjust the print parameters so that the printer generates the desired
“nominal” maximum density.

Halftone Density (Dhalf) Calibration

The purpose of the Halftone Density (Dhalf) calibration is to adjust the density between
zero and 100%. As with CPR calibration, patches are developed onto the image transfer
belt (ITB) and read by the sensors. The data is then used to calculate the halftone mapping
that will generate the desired nominal performance. The result of this calibration is a
halftone which is adjusted to compensate for the non-linearity of the laser printing system.
The halftones (which are also called an “ordered dither” halftone set) that are adjusted are
used for normal print operations (not the scan/copy path).
In the case of a measurement failure, the printer is designed to use an average calibration
which is an average of several printers measured over life in different environments. While
not optimal, this average should give most customers a reasonably well calibrated printer.
Errors will be written to the event log in this case.
Calibration Controls
Calibration execution controls are found under the Calibration/Cleaning menu structure
(Device Maintenance, Calibration/Cleaning).
The specific controls are:
 Quick Calibration
 Full Calibration

Cleaning Cycles
The purpose of the cleaning cycle is to ensure the highest level of print quality by
eliminating excess toner and paper dust that accumulates in the primary transfer stage of
the electro photographic process.

Configure the Manage Trays settings

You can use the HP Embedded Web Server (EWS) to manage tray settings for the printer.
In addition to managing the paper size and type settings for specific trays, you can also
manage general tray settings for features such as Alternative Letterhead Mode, duplexing,
and prompts.

Step one: Configure the tray settings

Use the following steps to configure the paper tray settings.
1. Click the Copy/Print or Print tab.
2. Open the Manage Trays menu.
3. Modify the tray settings.
o To set the paper size and type for a tray, complete the following
procedure:
a. In the area labeled Trays, click the Modify link next to
the name of the tray.
b. To change the default paper size, select a paper size
from the Size drop-down list.
c. To change the default paper type, select the paper type
from the Type drop-down list.
d. Click OK to return to the main Manage Trays page.
o To change the general tray settings, complete the following
procedure:
o In the area labeled General Tray Settings, open the drop-
down list of the appropriate feature.
o Select the appropriate setting.
4. Click Apply to save the settings.

5. Step two: Load the trays

6. Load paper into the trays as follows.
7. NOTE:
8. To avoid jams, never add or remove paper from Tray 1 during printing.
9. NOTE:
10. Labels on each tray indicate the correct way to load paper. If you change the size
or type of paper that is loaded in the tray, you need to configure the tray for the
new size or type.

Load Tray 1
Use the following steps to load Tray 1.
 1. Open Tray 1.
2. Pull out the tray extension to support the paper and set the side guides to the
correct width.
3. Load paper in the tray.
4. Make sure the stack fits under the tabs on the guides and does not exceed the
load-level indicators.
5. Adjust the side guides so that they lightly touch the paper stack but do not bend
it.

Load Tray 2 and the optional 500–sheet input trays

Use the following steps to load Tray 2 and optional trays.
1. Open the tray.

NOTE:

Do not open the tray while it is in use.

2. Adjust the paper-length and paper-width guides by squeezing the

adjustment latches and sliding the guides to the size of the paper being
used.
3. Load paper into the tray. Check the paper to verify the guides lightly touch
the stack, but do not bend it.

NOTE:

To prevent jams, do not overfill the tray. Be sure the top of the stack is
below the tray full indicator.

NOTE:

If the tray is not adjusted correctly, an error message might appear

during printing or the paper might jam.

4. Close the tray.

5. The control panel shows the tray’s paper type and size. If the configuration is
not correct, follow the instructions on the control panel to change the size or
type.

6. Configure the Manage Supplies settings

7. Use the Manage Supplies page, located in the Supplies tab, to apply settings for
the product supplies.
8. Manage Supplies page
 9. To configure the printer to automatically send notifications regarding supplies,
see Configure the printer to automatically send notifications for cartridge or paper
events.

Configure jam recovery

The General Settings page, located in the General tab, provides access to the Jam
Recovery settings. Use this page to specify when jammed pages are printed.
Jam Recovery page
Learn how to configure the printer energy-conservation settings to balance the needs for
speed and energy use.

Print with EconoMode (mono models only)

Some printers have an EconoMode option for printing drafts of documents. Using
EconoMode can use less toner. However, using EconoMode can also reduce print quality.
HP does not recommend the full-time use of EconoMode. If EconoMode is used full-time,
the toner supply might outlast the mechanical parts in the toner cartridge. If print quality
begins to degrade and is no longer acceptable, consider replacing the toner cartridge.
NOTE:
If this option is not available in your print driver, you can set it using the printer
control panel.

Configure EconoMode from the print driver

Use the following steps to configure EconoMode from the print driver.
1. From the software program, select the Print option.
2. Select the printer, and then click the Properties or Preferences button.
3. Click the Paper/Quality tab.
4. Click the EconoMode check box to enable the feature, and then click OK.
Configure EconoMode from the printer control panel (FutureSmart 3)
Use the following steps to configure EconoMode from the control panel for FutureSmart 3.

1. Press the Home   button on the printer control panel.

2. Open the following menus:
a. Administration
b. General Settings
c. Print Quality
3. Select EconoMode.
4. Select On or Off to enable or disable the feature, and then touch Save or press
the OK button.

Configure EconoMode from the printer control panel (FutureSmart 4)

Use the following steps to configure EconoMode from the control panel for FutureSmart 4.
1. From the Home screen on the printer control panel, open the Settings menu.
2. Open the following menus:
a. Copy/Print or Print
b. Default Print Options
c. Economode
3. Select On or Off to enable or disable the feature.

Set the idle settings (FutureSmart 4 only)

Use the following steps to set the idle settings.
By default the printer stays warm between jobs to optimize speed and print the first page of
jobs faster. To conserve energy, set the printer to cool between jobs.
1. From the Home screen on the printer control panel, open the Settings menu.
2. Open the following menus:
a. General
b. Energy Settings
c. Idle Settings
3. Adjust the slider to the right to save energy. Touch Done to save the setting.

4. Set the sleep timer and configure the printer to use 1 watt or less of

power
5. The printer has several options for the energy-saving sleep timer feature. The time
delay to enter the Sleep/Auto Off state is adjustable, and the power usage during
the Sleep/Auto Off state varies according to selection for the Wake/Auto On option.
6. NOTE:
7. HP does not recommend using deep sleep settings if you have Security Solutions
installed. In some situations, the printer does not wake from deep sleep. For
additional information, contact your HP representative.
8. NOTE:
9. The steps vary according to the type of control panel.

Control panel types

Version Control panels

 FutureSmart 3

FutureSmart 4

FutureSmart 3
Use the following steps to manage the energy settings (FutureSmart 3).

1. Press the Home   button on the printer control panel.

2. Open the following menus:
a. Administration
b. General Settings
c. Energy Settings
d. Sleep Timer Settings
3. 4-line control panels only: Select Sleep/Auto Off Timer, and then
select Enabled. Press the OK button.
4. Select Sleep/Auto Off After.
5. Use the keypad to enter the appropriate time period, and then touch
the Save button, or press the OK button.
6. Select one of the Wake/Auto On to These Events options:
o All events: The printer wakes when it receives any print job (through
the USB port, network port, or wireless connection), or when
someone presses a button on the control panel, or opens any door
or tray.
o Network port: The printer wakes when it receives a print job sent
through the network port, or when someone presses a button on the
control panel, or opens any door or tray. With this setting, the
 printer uses 1 watt or less of power while in the Sleep/Auto Off
state.
o Power button only: The printer wakes only when someone presses
the power button. With this setting, the printer uses 1 watt or less
of power while in the Sleep/Auto Off state.

FutureSmart 4
Use the following steps to manage the energy settings (FutureSmart 4).
1. From the Home screen on the printer control panel, open
the Settings menu.
2. Open the following menus:
a. General Settings
b. Energy Settings
c. Sleep Settings
3. Select Sleep after inactivity to specify the number of minutes the printer is
inactive before it enters sleep mode. Enter the appropriate time period.

NOTE:

The sleep-mode default time is 0 minutes. Zero (0) indicates that the
printer will go to sleep in less than 1 minute.

4. Select Auto Off after sleep to put the printer into a deeper power save
mode after a period of sleep. Enter the appropriate time period.

NOTE:

By default, the printer will wake from Auto Off in response to any
activity other than USB or Wi-Fi, but can be set to wake only to the
power button.

5. Select Done to save the settings.

Configure the date and time settings

Use the HP Embedded Web Server (EWS) to set the printer date and time settings to
match those of your country/region.
NOTE:
 The steps vary according to the type of control panel.

Control panels

Firmware
Control panel
version

FutureSmart 3

FutureSmart 4

1. In the address line of your web browser, type the IP address or host name of
the printer to open the EWS.
2. Click the General tab.
3. Open the Date/Time Settings menu.
4. In the area labeled Device Time, configure the date and time.
5. In the area labeled Date/Time Format, select the preferred date and time
formats.
6. In the area labeled Network Time Server, select whether or not the printer
should automatically synchronize with a Network Time Server. By
default, Automatically Synchronize with a Network Time Server is
selected.
7. Click the Apply button.
 8. Set the sleep schedule
9. Use the Sleep Schedule feature to configure the printer to automatically wake or
go into Sleep/Auto Off mode at specific times on specific days of the week.
10. NOTE:
11. Configure the date and time settings before setting the Sleep Schedule feature.

Set the sleep schedule from the printer control panel

Use the following steps to set the printer's sleep schedule.
1. From the Home screen on the printer control panel, scroll to and touch
the Administration button.
2. Open the following menus:
a. General Settings
b. Date/Time Settings
3. Open the Date/Time Format menu and configure the following settings:
o Date Format
o Time Format
4. Touch the Save button.
5. Open the Date/Time menu and configure the following settings:
o Date/Time
o Time Zone
If you are in an area that uses daylight savings time, select the Adjust for
Daylight Savings box.
6. Touch the Save button.
7. Touch the back-arrow button to return to the Administration screen.
8. Open the following menus:
a. General Settings
b. Energy Settings
c. Sleep Schedule
9. Touch the Add button, and then select the type of event to
schedule: Wake or Sleep.
10. Configure the following settings:
o Time
o Event Days
11. Touch the OK button, and then touch the Save button

Set the sleep schedule from the HP Embedded Web Server (EWS)
Use the following steps to set the sleep schedule.
NOTE:
The steps vary according to the type of control panel.
 Control panels

Firmware
Control panel
version

FutureSmart 3

FutureSmart 4

1. In the address line of your web browser, type the IP address or host name of
the printer to open the EWS.
2. Click the General tab.
3. Open the Date/Time Settings menu.
4. In the area labeled Device Time, configure the date and time.
5. In the area labeled Date/Time Format, select the preferred date and time
formats.
6. In the area labeled Network Time Server, select whether or not the printer
should automatically synchronize with a Network Time Server. By
default, Automatically Synchronize with a Network Time Server is
selected.
7. Click the Apply button.
The power-button light can indicate the printer status. Use the following table to interpret
the printer status.

Printer status
 Control-panel
Power-button status Printer status
status

The printer is in Sleep/Auto Off mode

Blinking in one second
Black or Blank The Wake/Auto On Event is set to All
intervals
events

The printer is in Sleep/Auto Off mode

Blinking in 0.25 second
Black or Blank The Wake/Auto On Event is set
intervals
to Network port

The printer is in one of the following

transitional states:

Active Blinking  Entering Sleep/Auto Off mode

 Exiting Sleep/Auto Off mode
 Entering Auto On mode
 Entering Auto Off mode

Enable the USB port for printing

The USB port is disabled by default. Before using this feature, enable the USB port. Use
one of the following methods to enable the port:

Method one: Enable the USB port from the printer control panel
Learn how to enable the USB port from the control panel for either FutureSmart 3 or 4.

FutureSmart 3
Use the following steps to enabled the USB port from the control panel (FutureSmart 3).
1. From the Home screen on the printer control panel, select
the Administration button.
2. Open the following menus:
a. General Settings
b. Enable Retrieve from USB
3. Select the Enabled option, and then select the Save button or press
the OK button.

FutureSmart 4
Use the following steps to enabled the USB port from the control panel (FutureSmart 4).
1. From the Home screen on the printer control panel, navigate to and select
the Settings menu.
2. Open the following menus:
a. Copy/Print or Print
b. Enable Device USB
3. Select Enabled to enable the USB port.
Method two: Enable the USB port from the HP Embedded Web server

(network-connected printers only)

Learn how to enable the USB port from the EWS for either FutureSmart 3 or 4.

FutureSmart 3
Use the following procedure to enable the USB port from the EWS for FutureSmart 3.
1. In the address line of your web browser, type the IP address or host name of
the printer to open the EWS.
2. On the EWS Home page, open the Print tab.
3. On the left side of the screen, click Retrieve from USB Setup.
4. Select the Enable Retrieve from USB check box.
5. Click Apply.

FutureSmart 4
Use the following procedure to enable the USB port from the EWS for FutureSmart 4.
1. In the address line of your web browser, type the IP address or host name of
the printer to open the EWS.
2. On the navigation bar at the top of the EWS home page, click
the Copy/Print tab (for MFP models), or the Print tab (for SFP models).
3. In the left navigation pane, select Print from USB Drive Settings.
4. Select Enable Print from USB Drive, and then click Apply.

Configure the initial copy view (Expert Copy)

The Expert Copy page, located in the Copy/Print tab, allows you to enable or disable
Expert Copy and set the initial copy view.
NOTE:
The Expert Copy feature is available only on some HP MFPs with larger
control panels. Expert Copy mode allows users to perform some copy jobs
quickly and with fewer steps than standard copy. An Administrator can
configure which version of copy shows first when the Copy app is opened on
the printer's control panel.
 To enable the feature, select Enable Expert Copy.
 In the Initial Copy View list, select which version of the Copy app to
show first, Copy (standard copy) or Expert Copy.
Expert Copy page
Install third-party solutions
The EWS solution installer page can be used to install example applications that come as
part of the software development kit (SDK).
If the solution partner develops applications similar to those provided in the SDK—for
example, a custom menu (create a custom menu under administrator menu), a custom
internal page (that displays on the EWS), a custom pdl (page description language) using
OPI interface, a custom authentication agent—they can be installed by making use of the
Solution Installer page on EWS.
Many current third party solutions use OXP 1.5 interface apis in the solution to install the
bundle. For example, when Safecom or HPAC (versions before 15.0) secure pull-print
applications are configured, they install the solution bundles containing the custom
authentication agent by using OXP 1.5 "Install" api automatically without requiring the user
to go to EWS to install.

Before you begin

Before installing a solution, verify that there is a non-blank administrator password set on
the General Security page under the Security tab.
For solutions that require a restart of the printer to complete the installation, click
the Restart Now button to restart the printer immediately, or click the Restart Later button
to delay the restart.
Before reinstalling a solution, look for the solution in the Installed Solutions area, and then
remove the solution. If an existing solution is installed again, a message displays warning
that the installation is about to overwrite the existing solution. In this message, click OK to
continue, or click Cancel to stop the installation.
After-market solutions require a digital signature to ensure that they come from a trusted
source and have not been modified.
Firmware upgrades cannot be performed using the Solution Installer page. Install
firmware upgrades on the Firmware Upgrade page.

Step one: Install a solution

Use the following steps to install a new solution.
1. Using the top navigation tabs, click General.
2. In the left navigation pane, click Solution Installer.
3. Click the Browse... button in the Install New Solution area to locate and open
the installation file from the network.
 4. Click the Install button. Installed solutions display in the Installed
Solutions area.

Step two: Remove a solution

Use the following procedure to remove an installed solution.
1. Select a solution in the Installed Solutions area.
2. Click the Remove... button.
3. Restart the printer to complete the removal of the solution.

Configure job accounting

Use the Quota and Statistics Services feature in the Embedded Web Server (EWS) to
control the volume of printed or scanned pages on a per-user basis, and to use other job
accounting features.

Introduction
The EWS provides two options for configuring job accounting.
 Configure job accounting using a quota server
This option is for large businesses that utilize a quota server for job
accounting purposes, such as placing limits on the amount of printed or
scanned pages for users.
 Configure server-less job accounting
Server-less Job Accounting (SJA) is designed for small businesses with fewer
than 10 printers. It provides simple statistics and quota functionality. SJA is
available in FutureSmart firmware v4.6.1 (Date Code 20180531) or later. SJA
includes the following:
o SJA provides the ability to track and report mono and color copied
sides, mono and color printed sides, scanned sides, and sent fax
sides. By design, there is no interaction with WJA, JAM, HP
Security Manager, HP Roam, HP Smart App, HPAC, HPCR, Active
Directory, proximity cards, or any other server-based solution.
o SJA utilizes existing local device user account configurations to
associate user accounts with User Access Codes. Administrators
can utilize generated user access codes or set unique access
codes (NOTE: Access codes can NOT be duplicated). Up to 2,000
local device users/accounts can be configured. Device User
Account information can be exported from, and imported to, other
printers.
o SJA can be configured with a local quota that can block guest
printing, copying, and digital sending. SJA with local quotas
provides the ability to track and limit, allow or deny, users the ability
print, copy, digital send, and fax.

NOTE:

Outgoing Fax is tracked per User Access Code provided at

the front panel. To require a User Access Code and block
guest outgoing fax access, use printer permissions, and then
remove guest access to Fax.

For more information, see the white paper Server-less Job Accounting (SJA)
with Local Quotas.
Configure job accounting using a quota server
Connect to a quota server to ensure that each user stays within an acceptable range of
printed or scanned pages. Refer to documentation from the company providing the quota
server software for more information.

Before you begin

Connecting to a quota server ensures that each user stays within an acceptable range of
printed or scanned pages. When connected, the printer will query the server each time a
job is started to ensure that the user has pages available. If the server is unavailable, the
user account is not known by the server, or pages are not available for the user, then the
user may not be able to complete his or her job. Please refer to documentation from the
company providing the quota server software for more information.
NOTE:
If the printer is connected to an external Job Statistics Service, network-
connection problems with that service could prevent users from completing jobs
with the printer. Consider disconnecting the Job Statistics Service to prevent
conflicts.
Disconnect a Job Statistics Service:
1. In the EWS, click the General tab.
2. In the left navigation pane, click Job Statistics Settings.
3. If one or more Job Statistics Services are listed on this page, select them,
and then click the Remove button, or click the Remove All button to
disconnect all services.
4. Click the Apply button to save the settings.

Step one: Configure statistics and quota services

Use the following steps to configure statistics and quota services.
Connecting to a quota service ensures that each user stays within a pre-defined range of
printed or scanned pages.
When connected, the printer queries the server each time a job is started to ensure that the
user has pages available. Any of the following quota-server conditions might prevent the
user from completing their job.
 The quota server is unavailable.
 The user account is not known by the server.
 The user has exceeded their page quota.
If your business uses a quota server, please refer to documentation from the company
providing the quota server software for more information.
For smaller businesses, printing or scanning can also be limited for users or groups with
local Device User Accounts (Server-less Job Accounting). For more information, refer to
the steps below on how to enable and configure the local quota service.
1. In the EWS, click the General tab.
2. In the left navigation pane, click Job Statistics Settings. Configure the job
statistics settings as follows:
a. If the printer is connected to a job statistics service, and the
service is available, this connection is listed under Job
Statistics Service.
 b. To capture user data in a statistics log, select Enable Device
User Statistics Log, and then click Apply.
Job Statistics Settings page

3. In the left navigation pane, click Quota Settings. Configure the quota

settings as follows:
a. If the printer is connected to a remote quota service, and the
service is available, this connection is listed under Remote
Quota Service.
b. To connect to a legacy quota service installed on a network
server, select Connect this device to a Legacy Quota Server,
and complete the following:
a. Enter the URL for the quota server in the Quota
Server URL field.
b. Enter a Username and Password for accessing the
quota server.
c. Set a Connection Timeout value from 10–300
seconds, or accept the default setting of 60 seconds.
The Connection Timeout is the time after which the
connection to the Quota Server is closed after the
user completes the job.
d. Set a Response Timeout value from 10–300
seconds, or accept the default setting of 60 seconds.
The Response Timeout is the time after which the
printer stops attempting to connect to the Quota
Server if there is no response from the server.
Legacy Quota Server settings
When a print or scan job is started from the printer control panel, the printer connects to the
specified quota server and retrieves quota transaction data, or utilizes the local quota
service.

Step two: Complete the setup

On the General tab in the EWS, do the following:
 Select Job Statistics Settings, review the selected settings, and then
click Apply to complete the setup.
 Select Quota Settings, review the selected settings, and then click Apply to
complete the setup.

Configure and use server-less job accounting (SJA)

Configure the server-less job accounting (SJA) feature to apply local quotas. This feature is
for small businesses with fewer than 10 printers and provides simple statistics and quota
functionality.

Before you begin

Complete the prerequisites before setting up Server-less Job Accounting with local quotas.

Prerequisites
 HP FutureSmart version 4.6.1 or newer
 HP Universal Print Driver (UPD) version 6.6.1
 EWS Admin Password

Get new firmware

Server-less Job Accounting requires HP FutureSmart firmware v4.6.1 or newer. If this
version is not available on hp.com, talk to your Pre-Sales technical consultant.
NOTE:
 Local quotas and restricted guest printing features are not available in earlier
firmware versions.

Get UPD version v6.6.1

Server-less Job Accounting requires the HP Universal Print Driver (UPD) v6.6.1. If this
version is not available on hp.com, talk to your Pre-Sales technical consultant.

Set the EWS Administrator password

Server-less Job Accounting requires that an Administrator password be set on the printer. If
the admin password is not set, administrators can still add Users and lock down the printer,
but the Job Statistics Log and the Local Quota feature will not be available. If the admin
password has not been set, you can do this in the EWS. By default, the password is blank
out of the box.
1. Open the Embedded Web Server.
2. Select the Security tab. Under General Security, set the admin password.
3. To change the password length, complexity, and lockout settings for an
existing password, select the Account Policy option from the left pane.

4. Set up server-less job accounting (SJA)

5. Use the following procedures to set up server-less job accounting.
6. NOTE:
7. For server-less job accounting (SJA) with local quotas to function properly, Device
User Statistics and the Local Quota service must be enabled, and all device users
must be set up. If using SJA to restrict color, it is best to leave the default
Permission Sets untouched.

Step one: Enable job statistics

To enable Job Statistics for users, follow these steps.
1. Open the Embedded Web Server.
2. Select the General tab and then select the Job Statistics Settings option
from the left pane.
3. Scroll to the bottom of the page and under Device Users Statistics Log,
select the Enable Device User Statistics Log check box.
Job Statistics Settings page
 4. Click Apply.

Step two: Enable local quotas

To enable Local Quotas, follow these steps.
1. Open the Embedded Web Server.
2. Select the General tab and then select the Quota Settings from the left
pane.
3. Select the Enable local quota service check box, and then click Apply.
Enable local quota service

Step three: Add device users

Device User Accounts are used to create User Access Codes that are required for Server-
less Job Accounting, Quotas, and locking down the control panel. To add device users and
track new users, follow these steps.
NOTE:
When creating Device Users and utilizing Server-less Job Accounting with Local
Quota the User Access Code is used to track usage, identify device permissions,
limit, restrict, and allow access to color and mono prints, color and mono copies,
digital send, and fax.

1. Open the Embedded Web Server.

2. Select the Security tab and then select the Access Control option from the
left pane.
3. Scroll down and under Device User Accounts, click New.
4. Type the User information and then click OK.
o Display Name: This name will be shown in EWS, the Control
Panel, the Job Log, and on the SJA Job Statistics Log exports.
o Email Address: Email address for user, this field is not required.
o Network Name: Windows username to be captured from the print
stream. Can be left blank.
o Access Code: Used to access the Control Panel. If using Server-
less Job Accounting with Local Quota, this is also the code used
in the Print driver. This field should be filled in but is not required.
o Permission Set: This is the permission set the user can be
connected to for custom access to the control panel. If no
restrictions are being used or if restrictions are being applied to
the Device User permission set, the administrator can use the
default Device User.

NOTE:

You might find it easier to create additional users in Excel and then
import your list. The easiest way is to create one or two users,
select Export to create a .csv file, modify and add the users in
the .csv file, save the file, and then select Import to import the list to
the EWS.

5. Click Apply.

Step four: Configure device access (optional)

The administrator can force users to login using an access code or lock down the printer for
every activity, however, this is not recommended. If locking down the printer is not required,
administrators can skip this step.
NOTE:
All Server-less Job Accounting Local Quota restrictions are still in place without
locking the printer down. When not signed in, all actions performed are completed
as a Guest.
If locking down the printer is required, follow these steps to use Access Control and
Permission Sets to configure printer access.
1. Open the Embedded Web Server.
 2. Select the Security tab and then select the Access Control option from the
left pane.
3. Scroll down and under Sign-In and Permission Policies, clear the Device
Guest checkbox. All printer options should display with lock icons.

NOTE:

To restrict outgoing Guest faxes and track every outgoing fax to an

account, set the Device Guest fax option to locked (sign-in required).
Without this set the Guest account faxes and outgoing fax jobs
created while a user is signed in via User Access Code are tracked.
Outbound faxes sent via the PC Send to Fax driver cannot be tracked
currently.

4. Make sure the Sign-In Method is set to Local Device, and then click Apply.

Step five: Configure local quotas

To configure and setup local quotas, follow these steps.
1. Open the Embedded Web Server.
2. Select the Security tab and then select the Quota tab.
3. Select the Local Quota Configuration option from the left pane.
4. To set default credits for new users, type the number of credits available for
users, and then click Apply.

NOTE:

You can also reset credits for all users to defaults or set the job-in-
progress limit requirement to Finish or Stop print jobs after a limit has
been met. To make sure copy or print jobs can not be ran without a
code, you must default the Guest and Others account to 0 credits.
This will force the printer to delete any jobs not having a user code. In
the case of users that have no credits left, the printer will receive the
job, then delete it and it will display as Canceled in the Job Log.

5. Adjust the Device User settings and set custom limits for individual users as
needed.

NOTE:

There are three default users after Quotas are enabled. As new
device users are created, they will automatically display here with the
default credits set at the top of the page. As features are enabled
(Incoming Fax, ePrint, etc.) are enabled, those names will also
display here.
o Guest: This account is for any jobs done at the printer that
is requested by a non-authenticated user (a user without a
User Access Code)
o Others: This is less common and is used when a user is
authorized, but in a way not recognized by Server-less Job
Accounting and Local Quota (Example: User logged in
 through third party solution, but no User Access Code
provided)
o Administrator: This is for the printer administrator account
o Incoming Fax - This is for tracking and possibly limiting
any incoming faxes to the printer
o ePrint: This is for tracking and possibly limiting the HP
ePrint service

6. To change the default amount of credits a user has, select the check box
next to the name and click Edit. After making all changes, click OK.
7. To reset the credits available for individual users, select the user you want to
change, and then click Reset. When prompted to confirm the credit reset,
click Reset.
8. To configure Quota credits (the number of credits each image will use),
under Usage Charges, adjust the Cost in Credits values, and click Apply.
Each printed, scanned, or blank side uses (1) one credit by default.

NOTE:

Digital Send is utilized for Scan to Folder, Scan to USB, and Scan to
Email. Setting the Empty Print side credit cost to 0 will not charge
users for blank printed sides.

Step six: Install and setup a print driver in Windows

Install and setup the Universal Print Driver v6.6.1 for printing with Server-less Job
Accounting with Local Quota. This version of UPD might not be available on hp.com and is
only available to partners and customers on an as-needed basis.
NOTE:
If this version of UPD is not be available on hp.com, talk to your Pre-Sales
technical consultant. It is available to partners and customers on an as-needed
basis.
Currently there is no Mac PPD, Linux PPD, or PC Send to Fax driver for use with
Server-less Job Accounting.

1. Obtain version HP UPD v6.6.1 through your Pre-Sales technical consultant.

2. Install the print driver.
3. After installing UPD v6.6.1, open Printing Preferences and on the Job
Accounting tab, change the Accounting Type from Off to User Access
Code only.
o Type the User Access Code to statically set the User Access
Code to be used for this print queue.
o Leave the User Access Code blank and select the Always
prompt when printing check the box to open a blank input box
that will allow for a User Access Code to be entered for every
print.
o Or do both, and enter a User Access Code, and select
the Always prompt when printing check box to open an input
box with the User Access Code shown here set by default for
every print, but still allowing for it to be deleted and another code
entered before printing if needed.
 NOTE:

In UPD versions earlier than 6.5, the driver will allow for
prints to be captured via Custom Name in Job Storage
(entry point for User Access Code) and in Job Storage
when enabled in the driver as Personal or Stored Job. In
UPD version 6.5, the driver will allow for a Custom Name in
Job Storage without having to enable Job Storage in the
driver. The Custom Name is the User Access Code.

Use server-less job accounting (SJA)

Use SJA to perform the following tracking and reporting tasks.

Export and print reports (EWS)

To export or print a report for tracked Users from the EWS, follow these steps.
1. Open the Embedded Web Server.
2. Select the General tab and select the Job Statistics Settings option from
the left pane.
3. Scroll to the bottom and under Device User Statistics Log,
click Export… or click Print.

NOTE:

Selecting Export will display the standard Windows download dialog

box allowing you to open and/or save the file. Sample *.CSV file
shown below.

4. When prompted, click Open to view the report.

5. After clicking Export…, select either a .txt or .csv as the file format to export,
choose whether to include User Access Codes, and then click Export.

Reset counters (EWS)

After exporting the counts, it is important to reset the counters back to zero. To do this,
click Reset after you have confirmed the export.
NOTE:
If counts are not reset after exporting a report, the next time a report is pulled, the
counts will include all counts from the previous report and any new usage data
since that last report.

1. Open the Embedded Web Server.

2. Select the General tab and select the Job Statistics Settings option from
the left pane.
3. Under Device User Statistics Log, click Reset.
Print reports (control panel)
To print a report for tracked Users from the Control Panel, follow these steps.
1. From the Home screen, swipe to and open Support Tools.
2. Open the Maintenance menu, and then open the Device User Statistics
Log menu.
3. Login using Administrator credentials.
4. Click the print icon to print.

Reset counters (control panel)

To reset counters from the Control Panel, follow these steps.
NOTE:
If counts are not reset after exporting a report, the next time a report is pulled, the
counts will include all counts from the previous report and any new usage since
that last report.

1. From the Home screen, swipe to and open Support Tools.

2. Open the Maintenance menu, and then open the Device User Statistics
Log menu.
3. From the Access Type drop-down, select the Administrator Access Code.
4. Type the Access Code and Sign In.
5. Click Reset.

Sign in using the access code (control panel)

To sign in using a User Access Code, follow these steps.
NOTE:
To require an Access Code for all control panel features, administrators can
optionally lock down the printer.

1. From the Home screen, select Sign In.

2. From the Access Type drop-down, select the Administrator Access Code.
3. Type the Access Code.
4. Select Sign In.

View quota credits (control panel)

To view local Quota information, users must sign in using their User Access Code.
NOTE:
After signing in, User Credits are displayed in a banner at the top of the control
panel, or by opening the Message Center. If not signed in, the Guest account is
used, and local quotas will be blocked (by default).

1. From the Home screen, select Sign In.

2. Login using Administrator credentials and select Sign In.

NOTE:
 After signing in, the quota credits are displayed in a banner at the top
of the control panel.

3. Select the message icon to view the number of credits, etc.

4. View or take note of the credits, and quota information, etc.
5. When finished, select Sign Out or allow the printer to automatically log out
the user.

Configure printing
Use the following information to configure printing features using the EWS.

 Set up default print options

 Configure hold off print jobs
 Restrict the number of color pages printed
 Customize printer job shortcuts using Quick Sets
 Set the default PCL, PostScript, and font settings for a printer
 Configure print quality and allowable paper types per tray
 Configure the printer to send notifications for cartridge or paper events

Student learning objectives

By the end of this module, learners should be able to:
 Restrict the number of color pages printed.
 Set volume limits on printed pages.
 Create Quick Sets for printer jobs.
 Configure the printer to send notifications for cartridge or paper events.

Set up default print options

Use the Default Print Options page, located in the Copy/Print tab, to set the default
settings for print jobs on this printer. These settings include the default paper size, paper
type, and print quality setting. An Administrator password is required to access this page.

Configure hold off print jobs

The General Settings page, located in the Copy/Print tab, provides access to the Hold
Off Print Job settings, also referred to as "job interrupt."
Use this page to prevent print jobs from starting while a user is initiating a copy job from the
control panel, printing a job from the product job storage, or printing from a USB drive. Held
print jobs start printing after these types of jobs have finished.

Hold Off Print Job page

Restrict the number of color pages printed
Use this feature to restrict the number of color pages produced from the printer.
For unrestricted color usage, select Enable color. To only allow black pages,
select Disable color. To restrict color based upon the computer application used to print
the job or upon user permissions, select Set custom color access.

Step one: Configure the color settings using the Restrict Color feature
Configure the color settings as follows.

To access the Restrict Color feature:

1. Click Copy/Print from the top navigation tabs.
2. Click Restrict Color in the left navigation pane.
Restrict Color page
Main Color Setting
The Main Color Setting area of the Restrict Color page provides three methods for
managing color use on the printer:
 Method one: Enable Color
Select Enable color to print all color print jobs in color.
 Method two: Disable Color
Select Disable color to print all color print jobs in black or grayscale only.
 Method three: Set custom color access
Select Set custom color access to define the color printing capability for
computer programs, or to print color jobs in black or grayscale only if the user
or group does not have permission to print in color.

Use the Set custom color access method to define the color printing

capabilities for specific computer programs
1. Select the Set Custom Color Access option.

2. Select the Restrict color printing for some computer applications check

box.

3. Set a default color control setting by selecting from the Default color

control for computer applications drop-down list in the Restrict color
printing for some computer applications area. The color-control choices
are:
o Remove All Color
o Allow Color
The Default color control for computer applications setting applies to
print jobs originating from computer programs that do not have a specific
color control associated with them.
4. Click Add to apply a color control setting to a specific computer program:
a. Enter the name of the program to apply a color control setting to
in the Application Name field.
b. Select a color control type from the Color Control drop-down
list.
c. Click Apply.
5. Click Edit to modify the color control setting for a software program from the
list of programs that have a color control setting specified.
6. Click Remove... to remove a software program from the list of programs that
have a color control setting specified.
Use the Set custom color access method to restrict color printing by a user
or group:
1. Select the Set Custom Color Access method in the Main Color
Setting area.
2. Select the Restrict color by user or group permissions check box.

3. The following users/groups can have their access set:

o Device Guest
o Device Administrator
o Device User
The following levels of access are available for setting:
o Access Granted
o Requires Sign In
o Full Access
o Access Denied
4. Click the Manage Permission Sets... button to add, edit, copy, or delete a
permission set.
5. Click the Go to Access Control Page button to open the Access
Control page on the Security tab of the EWS and view detailed access
control settings.

Color Usage Job Log

The Color Usage Job Log displays the following information about the printer and the color
prints jobs processed through the printer:
 Printer Information
o Device Serial Number
o Printer Name
  Usage Totals
o Total Jobs in Log
o Total Mono Sides
o Total Color Sides
o Total Sheets
 Job Log
o The Job Log area contains specific information about color print job
processed through the printer, including date/time, the print job user,
the print job name, the application the print job came from, and
information about the number of sides and sheets for the print job.

Step two: Complete the setup

On the Restrict Color page, review the selected settings, and then click Apply to complete
the setup.

Customize printer job shortcuts using Quick Sets

Quick Sets are short-cut jobs that are available from the Home screen or within the Quick
Sets feature on the printer control panel and do not impact the defaults set for the base
application.
To use a Quick Set on the printer control panel, enable the base application. Create Quick
Sets for the following base applications to improve job accuracy and the time to complete a
job:
 E-mail — Use email Quick Sets to configure and save commonly used
settings for sending jobs from the printer via email as email attachments.
 Fax — Use fax Quick Sets to configure and save commonly used settings for
fax jobs.
 Save to Network Folder — Use Save to Network Folder Quick Sets to
configure and save commonly used settings for saving jobs to a network
folder.
 Save to USB — Use Save to USB Quick Sets to configure and save
commonly used settings for saving jobs to a USB device.
 Copy (MFPs only) — Use Copy Quick Sets to configure and save commonly
used settings for copy jobs.
 Save to SharePoint® — Use Save to SharePoint Quick Sets to configure
and save commonly used settings for saving jobs to a SharePoint site.
Select from various job settings, such as starting a job immediately upon selection of a
quick set or requiring an image preview before starting a job.
Below is an example of what the Quick Sets area looks like after quick sets have been
created.

Add a Quick Set

Use the following steps to add a new Quick Set.
1. Using the top navigation tabs, click General.
2. In the left navigation pane, click Quick Sets Setup.
3. Click Add to begin the Quick Set Wizard.

NOTE:

Click Cancel on any page of the Quick Set Wizard to cancel the

current changes, exit the Quick Set Wizard, and return to the Quick
Sets Setup page.

4. Select a Quick Set Type, and then click Next. The following Quick Set types
are available for selection, depending on your printer:

NOTE:

A Quick Set Type only needs to be determined when a quick set is

created by using the General EWS tab.
o E-mail
o Fax
o Save to Network Folder
o Save to USB
o Copy (MFPs only)
o Scan to SharePoint®
5. Enter a title for the Quick Set in the Quick Set Title (required) field.
6. Select the location for the quick set to appear on the printer from the Button
Location drop-down list. This setting determines whether the Quick Set
displays on the Home screen or within the Quick Sets area on the printer
control panel.
7. Enter a description of the Quick Set in the Quick Set Description (required)
field.
8. Select a Quick Set Start Option to determine what occurs after selecting a
Quick Set on the printer control panel, and then click Next.
 9. Select settings and complete tasks in the wizard. Click Next to proceed to
the next page of available options until reaching the Summary page.

NOTE:

The settings available in the Quick Set Wizard vary by the type of
Quick Set being added. Refer to the tables in the Quick Set settings
and options section in Customize printer job short-cuts using Quick
Sets (c05388947) to see the available settings and options for each
type of Quick Set.

10. Review the summary of settings, and then click Finish to save the Quick
Set, or click Previous to edit the settings.

Edit a Quick Set

Use the following steps to edit the settings of an existing Quick Set.
1. Using the top navigation tabs, click General.
2. In the left navigation pane, click Quick Sets Setup.
3. In the Quick Sets area, click the check box next to the appropriate Quick
Set, and then click Edit. The Quick Set Wizard opens.

NOTE:

Click Cancel on any page of the Quick Set Wizard to cancel the

current changes, exit the Quick Set Wizard, and return to the Quick
Sets Setup page.

4. If necessary, modify the following settings, and then click Next:

o Quick Set Title
o Button Location
o Control Panel location
o Quick Set Description
o Quick Set Start Option
5. Select settings and complete tasks in the wizard. Click Next to proceed to
the next page of available options until reaching the Summary page.

NOTE:

The settings available in the Quick Set Wizard vary by the type of
Quick Set being edited. Refer to the tables in the Quick Set settings
and options section in Customize printer job short-cuts using Quick
Sets (c05388947) to see the available settings and options for each
type of Quick Set.

6. Review the Summary page, and then click Finish to save changes made to

the Quick Set.
Following is an example of a Scan to USB Drive icon, which displays after that quick set
has been created.

Copy a Quick Set

Use the following steps to copy a Quick Set.
1. Using the top navigation tabs, click General.
2. In the left navigation pane, click Quick Sets Setup.
3. In the Quick Sets area, click the check box next to the appropriate Quick
Set, and then click Copy. The Quick Set Wizard opens.

NOTE:

Click Cancel on any page of the Quick Set Wizard to cancel the

current changes, exit the Quick Set Wizard, and return to the Quick
Sets Setup page.

4. If necessary, modify the following settings, and then click Next:

o Quick Set Title
o Button Location
o Control Panel location
o Quick Set Description
o Quick Set Start Option
5. Select settings and complete tasks in the wizard. Click Next to proceed to
the next page of available options until reaching the Summary page.

NOTE:

The settings available in the Quick Set Wizard vary by the type of
Quick Set being copied. Refer to the tables in the Quick Set settings
and options section in Customize printer job short-cuts using Quick
Sets (c05388947) to see the available settings and options for each
type of Quick Set.

6. Review the Summary page, and then click Finish to save the Quick Set.

For more information about Quick Set settings and options, see Customize printer job
short-cuts using Quick Sets.

Remove a Quick Set

Use the following steps to remove a Quick Set.
1. Using the top navigation tabs, click General.
2. In the left navigation pane, click Quick Sets Setup.
3. In the Quick Sets area, click the check box next to the appropriate Quick Set,
and then click Remove....
4. When the Confirmation Page opens, click Remove to finish removing the
Quick Set.

Set the default PCL, PostScript, and font settings for a printer
Use the PCL and PostScript Settings page, located in the Copy/Print tab, to set the
default PCL, PostScript, and font settings for print jobs on this printer.
NOTE:
 The specific application or printer driver you use might override the settings
you configured on this page.

PCL and PostScript Settings page

Configure print quality and allowable paper types per tray

Use the Print Quality pages to configure the Image Registration settings for each
individual tray and control the list of allowable paper types for this printer.
Go to the Copy/Print tab of the EWS and expand Print Quality to access the following
pages:
 On the Image Registration page, click the Modify link next to each tray to modify
the image registration shift settings.
 On the Adjust Paper Types page, select the radio button next to the paper type to
enable or disable it on the printer. Paper types that have been disabled cannot
be configured in the tray settings.
 On the Auto Sense Behavior page, select the auto-sense action for Tray 1 and All
Other Trays. The product can use sensors to detect the attributes of the paper
and adjust settings to automatically achieve the best print quality, however, this
can slow printing speed.

Configure the printer to send notifications for cartridge or paper events

Learn how to configure the printer to send automatic notifications for cartridge or paper
events.
Configure the printer to automatically send alerts for several events, such as when supplies
are low or when there is a paper jam. The alert can be sent as an email, a text message to
a mobile phone, or as a posting to a website.
Before you begin
Administrators need the following information before beginning the configuration process.
 Administrative access to the printer
 DNS suffix (e.g., companyname.com)
 SMTP server (e.g., smtp.mycompany.com)

NOTE:

If you do not know the SMTP server name, SMTP port number, or
authentication information, contact the email/Internet service provider
or system administrator for the information. SMTP server names and
port names are typically found by doing an Internet search. For
example, use terms like "Gmail smtp server name" or "Yahoo smtp
server name" to search.

 SMTP server authentication requirements for outgoing email messages,

including the user name and password used for authentication, if applicable.
NOTE:
Consult your email service provider's documentation for information on digital
sending limits for your email account. Some providers may temporarily lock your
account if you exceed your sending limit.

Step one: Set up the outgoing email servers (SMTP)

Learn how to set up the outgoing email servers for notifications.

Start the Outgoing E-mail Servers (SMTP) wizard

Use the following procedure to start the wizard.
1. Using the top navigation tabs, click General.
2. In the left navigation pane, click Alerts.
3. Click the Add button in the Outgoing E-mail Servers (SMTP) area.
Location of Add button
 4. On the Outgoing E-mail Servers (SMTP) page, select one of the
following options and complete the configuration using the procedures
that follow.
Options on the Outgoing E-mail Servers (SMTP) page

Outgoing E-mail Servers options

Select one of the following outgoing e-mail server options for the SMTP server.
Option one: Use a server already in use by another function
Use this option when SMTP is already configured by another app and does not include
the Automated e-mail option.
1. Select Use a server already in use by another function, and then
click Next.
2. Verify the information, and then click Finish.

Option two: I know my SMTP server address or host name

Use the following steps if you know the SMTP server address or host name.
1. Select I know my SMTP server address or host name, enter the SMTP
server address in the field, and click Next.
2. Enter the Server Name and Port Number, and then click Next.

NOTE:

In most cases, the default port number does not need to be changed.

NOTE:

If you are using a hosted SMTP service such as gmail, verify the
SMTP address, port number, and SSL settings from the service
provider’s website or other sources. Typically, for gmail, the SMTP
address is smtp.gmail.com, port number 465, and the SSL should be
enabled. Please refer to online sources to confirm these server
settings are current and valid at the time of configuration.

3. On the Server Authentication Requirements page, select one of the

following from the drop-down list:
o Select Use credentials of user to connect after Sign In at the
control panel, and click Next (MFP and network scanner printers
only).
-OR-
o Select Always use these credentials, and enter
a Username and Password in the fields. Click Next.
4. On the Server Usage page, select which of the following functions will send
email through the server:
o E-mail: Send scanned documents and job status notifications
o Fax: Send faxes when the fax send method is set to Internet Fax
o Automated E-mails: Device alerts sent to an administrator or
archived faxes are examples of automated emails sent by this
device
o AutoSend: Send device information to HP or other recipients
5. On the Summary and Test page, review the settings. Enter an email
address in the Send a test e-mail to field, and click Test to test the
configuration. Click Finish when done.

Option three: Search network for outgoing email server

Use this option to search for outgoing SMTP servers.
NOTE:
This option finds outgoing SMTP servers inside your firewall only.

1. Select Search network for outgoing e-mail server, and then click Next.

2. Select the appropriate server from the Finding SMTP servers list, and then
click Next.
3. Set the basic information necessary to connect to the server, and then
click Next.
4. On the Server Authentication Requirements page, select one of the
following from the drop-down list:
o Select Use credentials of user to connect after Sign In at the
control panel, and click Next (MFP and network scanner printers
only).
-OR-
o Select Always use these credentials, and enter
a Username and Password in the fields. Click Next.
5. On the Server Usage page, select which of the following functions will send
email through the server:
o E-mail: Send scanned documents and job status notifications
o Fax: Send faxes when the fax send method is set to Internet Fax
o Automated E-mails: Device alerts sent to an administrator or
archived faxes are examples of automated emails sent by this
device
o AutoSend: Send device information to HP or other recipients
6. On the Summary and Test page, review the settings. Enter an email
address in the Send a test e-mail to field, and click Test to test the
configuration. Click Finish when done.

Step two: Set up the alert subscriptions

An alert subscription is a group of one or more recipients that are notified of printer events.
Configure several subscriptions, with different recipients, to be notified of different printer
events.
1. In the Alert Subscriptions area, click New Subscription to open the Alerts
configuration page. Follow the steps in sequence on this page.
2. In the Step 1: Type the subscription name area, enter a name for the
subscription in the Alert Subscription Name field.
3. In the Step 2: Recipients for this alert subscription area, enter the
recipients in the Alert Recipients field.

NOTE:

Use email addresses, mobile text message addresses, web URLs, or

a combination of these. Separate each recipient with a comma or
semicolon.
 4. In the Step 3: Select Alerts area, select which alerts these recipients will
receive, and set alerts for several events for the same subscription.
Click Show All Alerts for the complete list of alerts for the printer.
5. To suppress control panel messages on the printer related to any of these
events, in the Step 4: Select Control Panel Messages to Suppress area,
select the appropriate options from the list of available messages.
Suppressing the messages means that no user interaction is required at the
printer when the event occurs.

NOTE:

This feature is not supported by network scanner printers.

6. In the Step 5: Select e-mail attachments (optional) area, select the

attachments to include with each email alert messages for the subscription.
7. When finished configuring the subscription, click OK.

Step three: Set up the Product E-mail Address

Set the email address "From" for the email alerts sent from the printer.
Select Use default address, or select Specify address to add a specific email address in
the field that appears.

Step four: Complete the setup

On the Alerts page, review the selected settings, and then click Apply to complete the
setup.

Order supplies
Use the following information to order supplies.

Ordering supplies

Ordering method Contact information

Order supplies and

www.hp.com/go/suresupply
paper

Order through
service or support Contact an HP-authorized service or support provider.
providers

To access, in a supported Web browser on your computer, enter the

Order using the
printer IP address or host name in the address/URL field. The EWS
HP Embedded Web
contains a link to the HP SureSupply Web site, which provides
Server (EWS)
options for purchasing Original HP supplies.

Configure copying
Use the following information to configure copy features for a printer using the EWS.

 Step one: Set up default copy settings

 Step two: Complete the setup

Student learning objectives

By the end of this module, learners should be able to:
 Configure the default copy settings.
NOTE:
All freatuers might not be available on every device.

Step one: Set up default copy settings

Use the following steps to set up the default copy settings for a printer.
1. FutureSmart 3: Navigate to the Copy Settings area.
FutureSmart 4: Navigate to the Copy/Print area and then select Copy
Settings.

NOTE:

FutureSmart 4 firmware uses a different menu under Copy Settings,

including Default Job Options and Quick Sets.

2. Click Apply to save the settings.

For more information about the copy settings, see Configure Default Copy Settings.

Step two: Complete the setup

On the Copy Settings page, review the selected settings, and then click Apply to
complete the setup.

Configure scanning and digital sending

Use the following information to set up scan/digital send features using the EWS.

 Set up Scan to Email

 Set up Scan to Network Folder
 Set up Scan to SharePoint
 Set up Scan to USB Drive
 Set up and configure the Address Book
 Configure scanner job shortcuts using Quick Sets
 Manage multiple devices with Digital Sending Software

Student learning objectives

By the end of this module, learners should be able to:
 Configure Scan to Email settings.
 Configure Scan to Network Folder settings.
 Configure Scan to SharePoint settings.
 Configure Scan to USB Drive settings.
 Create Quick Sets for scanning jobs.
  Configure the Address Book.
 Set volume limits on scanned pages.
NOTE:
All features might not be available on every device.

Set up Scan to Email

Learn how to set up the Scan to Email feature.
NOTE:
The steps vary according to the type of control panel.

FutureSmart 3
Use the following steps for FutureSmart 3.
The printer has a feature that enables it to scan a document and send it to one or more
email addresses. To use this scan feature, the printer must be connected to a network;
however, the feature is not available until it has been configured.
There are two methods for configuring Scan to Email, the Scan to Email Setup Wizard for
basic and Email Setup for advanced. Use the following information to set up the Scan to
Email feature.
View a video demonstration on how to set up the Scan to Email feature on FutureSmart 3
printers

Before you begin

To set up the Scan to Email feature, the printer must have an active network connection.

Administrators need the following information before beginning the configuration process.
  Administrative access to the printer
 DNS suffix (e.g., companyname.com)
 SMTP server (e.g., smtp.mycompany.com)

NOTE:

If you do not know the SMTP server name, SMTP port number, or
authentication information, contact the email/Internet service provider
or system administrator for the information. SMTP server names and
port names are typically found by doing an Internet search. For
example, use terms like "Gmail smtp server name" or "Yahoo smtp
server name" to search.

 SMTP server authentication requirements for outgoing email messages,

including the user name and password used for authentication, if applicable.
NOTE:
Consult your email service provider's documentation for information on digital
sending limits for your email account. Some providers may temporarily lock your
account if you exceed your sending limit.

Step one: Configure the Network Identification settings

Use the following steps to configure the Network Identification settings.
NOTE:
Configuring email setup on the Networking tab is an advanced process and
might require the assistance of a system administrator.

1. Using the EWS top navigation tabs, click Networking.

NOTE:

For configuring the network settings for use with Office 365, see Step
four: Set up Send to E-mail using Office 365 Outlook (optional).

2. In the left navigation pane, click TCP/IP Settings. A username/password

might be required to access the Network Identification tab of the EWS.
3. On the TCP/IP Settings dialog, click the Network Identification tab.
4. If DNS is required on the network, in the TCP/IP Domain Suffix area, verify
that the DNS suffix for the email client being used is listed. DNS suffixes
have this format: companyname.com, gmail.com, etc.
 NOTE:

If the Domain Name suffix is not set up, use the IP address.

5. Click Apply.
6. Click OK.

Step two: Configure the Send to E-mail feature

The two options for configuring Send to Email are the E-mail Setup Wizard for basic
configuration and E-mail Setup for advanced configuration. Use the following options to
configure the Send to E-mail feature:

Method one: Basic configuration using the E-mail Setup Wizard

This option opens the E-mail Setup Wizard in the HP Embedded Web Server (EWS) for
basic configuration.
1. Using the EWS top navigation tabs, click Scan/Digital Send.
2. In the E-mail and Save to Network Folder Quick Setup Wizards area,
click the E-mail Setup Wizard link.

3. On the E-mail Setup Wizard dialog, click Continue to proceed with the

configuration.
4. On the Configure E-mail Servers (SMTP) dialog, select one of the following
options and complete the steps:
Option one: Use a server already in use by E-mail
o Select Use a server already in use by E-mail, and then
click Next.
Option two: Search network for outgoing e-mail server
This option finds outgoing SMTP servers inside your firewall only.
o Select Search network for outgoing e-mail server, and then
click Next.
o Select the appropriate server from the Configure E-mail Server
(SMTP) list, and then click Next.
o Select the option that describes the server’s authentication
requirements:
o Server does not require authentication:
Select Server does not require authentication, and
then click Next.
-OR-
o Server requires authentication: From the drop-down
list, select an authentication option:
o Use credentials of user to connect after
Sign In at the control panel: Select Use
credentials of user to connect after Sign
In at the control panel, and then click Next.
-OR-
o Always use these credentials:
Select Always use these credentials, enter
the User name and Password, and then
click Next.
Option three: Add SMTP server
o Select Add SMTP server
o Enter the Server Name and Port Number, and then click Next.

NOTE:

In most cases, the default port number does not need to be

changed.

NOTE:

If you are using a hosted SMTP service such as Gmail,

verify the SMTP address, port number, and SSL settings
from the service provider’s website or other sources.
Typically, for Gmail, the SMTP address is smtp.gmail.com,
port number 465, and the SSL should be enabled.
Please refer to online sources to confirm these server
settings are current and valid at the time of configuration.
o Select the appropriate server authentication option:
o Server does not require authentication:
Select Server does not require authentication, and
then click Next.
-OR-
 oServer requires authentication: Select an option from
the Server requires authentication drop-down list:
o Use credentials of user to connect after
Sign In at the control panel: Select Use
credentials of user to connect after Sign
In at the control panel, and then click Next.
-OR-
o Always use these credentials:
Select Always use these credentials, enter
the User name and Password, and then
click Next.
5. On the Configure E-mail Settings dialog, enter the following information
about the sender’s email address, and then click Next.

NOTE:

When setting up the From, Subject, and Message fields, if the User

editable check box is unchecked, users will not be able to edit those
fields at the printer control panel when sending an email.

Email settings

Option Description

Select one of the following options from the From drop-down

list:
o User’s address (sign-in required)
o Default From: Enter a default email address and
display name in the Default From E-mail
Address and Default Display Name fields

NOTE:
From
(Required Create an e-mail account for the printer, and use
) this address for the default e-mail address.

NOTE:

Configure the e-mail feature so that users must

sign in before using it. This prevents users from
sending an e-mail from an address that is not
their own.

Subject
Provide a default subject line for the e-mail messages.
(Optional)
 Create a custom message.
Message
To use this message for all e-mails sent from the printer, clear
(Optional)
the User editable check box for Message.

6. In the Configure File Scan Settings area, set the default scanning

preferences, and then click Next.

Scan settings

Option Description

Select the default file type that the for the scanned
document:
o PDF
o JPEG
o TIFF
o MTIFF
o XPS
Default File Type o PDF/A
o Text (OCR)
o Unicode Text (OCR)
o RTF (OCR)
o Searchable PDF (OCR)
o Searchable PDF/A (OCR)
o HTML (OCR)
o CSV (OCR)

Select the default color setting for the scanned

document:
Default Color o Color
Preferences o Black
o Black/Gray
o Automatically detect

Select the default output quality for the scanned

document:
Default Output
o Low (small file)
Quality
o Medium
o High (large file)

Default Resolution Select the default scan resolution for the scanned
document:
o 75 dpi
o 150 dpi
o 200 dpi
 o 300 dpi
o 400 dpi
o 600 dpi

7. Review the Summary area, and then click Finish to complete the setup.

Method two: Advanced configuration using the E-mail Setup

Use the following steps for advanced configuration using the E-mail Setup dialog.
1. Using the EWS top navigation tabs, click Scan/Digital Send, and then
click E-mail Setup in the left navigation pane.
2. On the E-mail Setup dialog, select the Enable Send to E-mail check box. If
this check box is not selected, the feature is unavailable at the printer control
panel.
3. In the Outgoing E-mail Servers (SMTP) area, complete the steps for one of
the following options:
o Select an existing server from the Outgoing E-mail
Servers (SMTP) table.
-OR-
Click Add to start the SMTP wizard.
a. In the SMTP wizard, select one of the following
options:
a. Option one:I know my SMTP server
address or host name: Enter the address
of an SMTP server, and then click Next
b. Option two: If you do not know the address
of the SMTP server, select Search
network for outgoing e-mail server, and
then click Next. Select the server, and then
click Next.

NOTE:

If an SMTP server was already created for

another printer function, the Use a server
already in use by another function option
displays. Select this option, and then configure
it to be used for the email function.

b. On the Set the basic information necessary to

connect to the server dialog, set the options to use,
and then click Next.

NOTE:

Some servers have problems sending or

receiving emails that are larger than 5
megabytes (MB). These problems can be
prevented by entering a number in Split e-
mails if larger than (MB).
 NOTE:

In most cases, the default port number does not

need to be changed. However, when using the
Enable SMTP SSL Protocol option, port 587
must be used.

NOTE:

If you are using Google™ Gmail for email

service, select the Enable SMTP SSL
Protocol check box. Typically, for gmail, the
SMTP address is smtp.gmail.com, port number
465, and the SSL should be enabled.
Please refer to online sources to confirm these
server settings are current and valid at the time
of configuration.

c. On the Server Authentication Requirements dialog,

select the option that describes the server’s
authentication requirements:
a. Server does not require authentication,
and then click Next.
b. Server requires authentication
a. From the drop-down box,
select Use credentials of user
to connect after Sign In at the
control panel, and then
click Next.
b. From the drop-down box,
select Always use these
credentials, enter
the Username and Password,
and then click Next.

NOTE:

If using a signed-in user's credentials, set email

to require sign in by the user on the printer
control panel. Deny device guest access to
email by clearing the check box for email in
the Device Guest column in the Sign in and
Permission Policies area on the Access
Control dialog of the Security tab. The icon in
the check box changes from a check mark to a
lock.

d. On the Server Usage dialog, choose the printer

functions that will send email through this SMTP
server, and then click the Next button.

NOTE:
 If the server requires authentication, a user
name and password for sending automatic
alerts and reports from the printer will be
required.

e. On the Summary and Test dialog, enter a valid email

address in the Send a test e-mail to: field, and then
click Test.
f. Verify that all of the settings are correct, and then
click Finish to complete the outgoing email server set
up.
4. In the Quick Sets area, select one of the following options:

NOTE:

Quick Sets are optional short-cut jobs that can be accessed on the
main Home screen or within the Quick Sets application at the product.
oSelect an existing Quick Set under Quick Sets Application in the
table.
-OR-
o Click Add to start the Quick Set Wizard. Complete the following
information:
o Quick Set Title: Enter a title for the new Quick Set.
o Button Location: From the Button Location drop-
down list, select either Home Screen or Quick Sets
Application.
o Quick Set Description: Enter a description of the
Quick Set.
o Quick Set Start Option: To set how the Quick Set
starts, click either Enter application, and then user
presses Start or Start instantly upon selection.
5. In the Address and Message Field Control area, enter a Default
From: setting and any of the other optional settings.

Address and Message Field Control settings

Feature Description

Address Field Specify whether users must select an email address

Restrictions from an address book or whether users are allowed to
enter in an email address manually.
CAUTION:
If Users must select from address book is
selected, and any of the address fields are also
set as User editable, changes to those editable
fields also change the corresponding values in
the address book.
 To prevent users from changing contacts in the
Address Book at the printer control panel, go to
the Access Control page on the Security tab,
and deny Device Guest access to address book
modifications.

Allow invalid e-mail

Select to allow an invalid email address format.
address formats

To use the Default From address and Default Display

Name for all emails sent from this printer (unless a
user is signed in), do not select the User
editable check box.
When setting up the address fields, if the User
editable check box is unchecked, users will not be able
User editable to edit those fields at the printer control panel when
sending an email. For send-to-me functionality, clear
the User editable check boxes for all of the address
fields, including the From: , To:, CC:,
and BCC: fields, and then set that user's send
email From: their own email address and To: their
own email address.

Provide an email address and name to use for

the From: address for the email message.
NOTE:
Create an email account for the printer, and use
Default this address for the default email address.
From: and Default
NOTE:
Display Name:
Configure the email feature so that users must
sign in before using it. This prevents users from
sending an email from an address that is not
their own.

To: Provide a To (recipient) email address for emails.

CC: Provide a CC email address for emails.

BCC: Provide a BCC email address for emails.

Subject: Provide a default subject line for the email messages.

 Create a custom message. To use this message for all
Message: emails sent from the printer, clear or do not select
the User editable check box for Message:.

6. In the Signing and Encryption area, set the signing and encryption

preferences.

Signing and Encryption settings

Feature Description

Select whether to sign the email with a

security certificate.
Signing Select the User editable check box to make
this setting editable at the printer control
panel.

Select the algorithm to use for signing the

Hashing Algorithm
certificate.

Select whether to encrypt the email.

Select the User editable check box to make
Encryption
this setting editable at the printer control
panel.

Select the algorithm to use for encrypting

Encryption Algorithm
the email.

Enter which attribute to use to retrieve the

Attribute for Recipient Public
recipient’s public key certificate from
Key
LDAP.

Use the recipient public key

Select this setting to use the recipient’s
certificate to verify the
public key certificate to verify the recipient.
recipient

7. In the Notification Settings area, select when users will receive

notifications about sent emails. The default setting is using the signed in
user's email address. If the recipient email address is blank, no notification is
sent.
8. In the Scan Settings area, set the default scanning preferences.

Scan settings
Feature Description

Original Size Select the page size of the original document.

Original Select whether the original document is single-sided or

Sides double-sided.

Optimize Select to optimize for the output of a particular type of

Text/Picture content, or select Manually adjust.

This setting is only available when Optimize Text/Picture is

Optimize For
set to Manually adjust. Select a manual-adjust value.

Select the way the content of the original document is placed

Content
on the page: Portrait or Landscape, or select Automatically
Orientation
detect.

This setting is not available when Content Orientation is set

2-Sided to Automatically detect. Select to describe the binding of the
Format page to specify if the back side of the page is upside down or
right side up.

Background Select a value to remove faint images from the background or

Cleanup to remove a light background color.

Darkness Select a value to adjust the darkness of the file.

Contrast Select a value to adjust the contrast of the file.

Sharpness Select a value to adjust the sharpness of the file.

Image Select whether to require or make optional a displayed

Preview preview of the job or to disable a preview.

Cropping Select whether or not to allow a job to be cropped and the

Options type of cropping option.

Job Build Select this setting to combine several sets of original

documents into one email attachment. Also, use this setting to
scan an original document that has more pages than the
 document feeder can accommodate at one time.

Select this setting to set to automatic

Automatic
the Darkness, Contrast, and Background cleanup settings,
Tone
which then makes these settings unavailable on this page.

Multi-feed
Select this setting to enable detection of multi-feed jobs.
Detection

Select this setting to specify the width of edge margins to be

Erase Edges erased, in either inches or millimeters, for the front side and
back side of a job.

9. In the File Settings area, set the default file settings preferences.

File settings

Feature Description

Set the default file name prefix used for files saved to a
File Name Prefix
network folder.

Default file name for the file to be saved.

Default File Name Select the User editable check box to make this setting
editable at the printer control panel.

Set the default file name suffix used for files saved to a
network folder.
File Name Suffix
Duplicate filename suffix default
[filename]_YYYYMMDDT

File Number Select a file name format for when the job is divided into
Format multiple files.

Select the file format for the saved file.

Default File Type Select the User editable check box to make this setting
editable at the printer control panel.

File Name Enter a file name, and then click the Update

Preview Preview button.
 Default Color
Select whether the file is in black & white or in color.
Preference

Select the quality for the file. Higher-quality images

Default Output
require a larger file size than lower-quality images, and
Quality
they take more time to send.

Set the resolution for the file. Higher resolution images

Default have more dots per inch (dpi), so they show more detail.
Resolution Lower resolution images have fewer dots per inch and
show less detail, but the file size is smaller.

Specify if the file uses Normal or High compression

when saving a scanned document as a PDF or XPS file.
Compression If compression is set to High, the scanned file is smaller,
but the scanning process might take longer than Normal
compression.

Black TIFF Select the black TIFF compression algorithm to be used

Compression to compress the generated TIFF file.

Color/Grayscale
Select the color/grayscale TIFF compression algorithm
TIFF
to be used to compress the generated TIFF file.
Compression

If the file type is PDF, then this option encrypts the

output PDF file. A password must be specified as part of
the encryption. The same password must be used to open
PDF encryption
the file. The user will be prompted to enter a password
prior to scanning their job if one has not been set prior to
pressing start.

Disable OCR file Select this setting to prevent OCR file types from being
types available from the product control panel.

Enable Blank If the Enable Blank Page Suppression option is

Page Suppression enabled, blank pages will be ignored.

10. Review the selected options to verify that they are accurate, and then
click Apply to complete the setup.

Step three: Configure the Quick Sets (optional)

Quick Sets are optional short-cut jobs that can be accessed on the main Home screen or
within the Quick Sets application at the printer. Use the following procedure to configure the
Quick Sets.
1. In the Quick Sets area, select one of the following options:
o Select an existing Quick Set under Quick Sets Application in the
table.
-OR-
o Click Add to start the Quick Set Wizard.
2. If you selected Add, the Quick Sets Wizard opens. Complete the following
information:
o Quick Set Title: Enter a title for the new Quick Set.
o Button Location: From the Button Location drop-down list, select
either Home Screen or Quick Sets Application.
o Quick Set Description: Enter a description of the Quick Set.
o Quick Set Start Option: To set how the Quick Set starts, click
either Enter application, and then user presses Start or Start
instantly upon selection.

Step four: Set up Send to E-mail to use Office 365 Outlook (optional)
Complete the following to enable the printer to send an email with an Office 365 Outlook
account from the control panel.
Microsoft Office 365 Outlook is a cloud-based email system provided by Microsoft which
uses Microsoft's Simple Mail Transfer Protocol (SMTP) server to send or receive emails.
You must have an email address account with Office 365 Outlook to configure the settings
in the EWS.

Configure the outgoing e-mail server (SMTP) to send an e-mail from an Office

365 Outlook account

Use the following steps to configure the outgoing email server.
1. Using the EWS top navigation tabs, click Networking.
2. In the left navigation pane, click TCP/IP Settings.
3. In the TCP/IP Settings area, click the Network Identification tab.
4. If DNS is required on the network, in the TCP/IP Domain Suffix area, verify
that the DNS suffix for the email client being used is listed. DNS suffixes
have this format: companyname.com, Gmail.com, etc.
 NOTE:

If the Domain Name suffix is not set up, use the IP address.

5. Click Apply.
6. Click the Scan/Digital Send tab.
7. On the left navigation pane, click E-mail Setup.
8. On the E-mail Setup page, select the Enable Send to E-mail check box. If
this check box is not available, the feature is unavailable at the printer
control panel.

9. In the Outgoing E-mail Servers (SMTP) area, click Add to start the SMTP

wizard.
10. In the I know my SMTP server address or host name field,
type smtp.onoffice.com, and then click Next.
11. On the Set the basic information necessary to connect to the
server dialog, in the Port Number field, type 587.

NOTE:
 Some servers have problems sending or receiving e-mails that are
larger than 5 megabytes (MB). These problems can be prevented by
entering a number in Split emails if larger than (MB).

12. Select the Enable SMTP SSL Protocol check box, and then click Next.
13. On the Server Authentication Requirements dialog, complete the
following information:
a. Select Server requires authentication.
b. From the drop-down list, select Always use these credentials
c. In the Username field, type the Office 365 Outlook email
address.
d. In the Password field, type the Office 365 Outlook account
password, and then click Next.
14. On the Server Usage dialog, choose the printer functions that will send
email through this SMTP server, and then click the Next button.
15. On the Summary and Test dialog, enter a valid email address in the Send a
test email to: field, and then click Test.
16. Verify that all of the settings are correct, and then click Finish to complete
the outgoing email server set up.

FutureSmart 4
Use the following steps for FutureSmart 4.
The printer has a feature that enables it to scan a document and send it to one or more
email addresses. To use this scan feature, the printer must be connected to a network;
however, the feature is not available until it has been configured.
There are two methods for configuring Scan to Email, the Scan to Email Setup Wizard for
basic and Email Setup for advanced. Use the following information to set up the Scan to
Email feature.

Before you begin

To set up the Scan to Email feature, the printer must have an active network connection.

Administrators need the following information before beginning the configuration process.
 Administrative access to the printer
 DNS suffix (e.g., companyname.com)
 SMTP server (e.g., smtp.mycompany.com)

NOTE:

If you do not know the SMTP server name, SMTP port number, or
authentication information, contact the email/Internet service provider
or system administrator for the information. SMTP server names and
port names are typically found by doing an Internet search. For
example, use terms like "Gmail smtp server name" or "Yahoo smtp
server name" to search.

 SMTP server authentication requirements for outgoing email messages,

including the user name and password used for authentication, if applicable.
NOTE:
 Consult your email service provider's documentation for information on digital
sending limits for your email account. Some providers may temporarily lock your
account if you exceed your sending limit.

Step one: Configure the Network Identification settings

Use the following steps to configure the Network Identification settings.
NOTE:
Configuring email setup on the Networking tab is an advanced process and
might require the assistance of a system administrator.

1. Using the EWS top navigation tabs, click Networking.

NOTE:

For configuring the network settings for use with Office 365, see "Step
five: Set up Scan to Email to use Office 365 Outlook (optional)."

2. In the left navigation pane, click TCP/IP Settings. A username/password

might be required to access the Network Identification tab of the EWS.
3. On the TCP/IP Settings dialog, click the Network Identification tab.
4. If DNS is required on the network, in the TCP/IP Domain Suffix area, verify
that the DNS suffix for the email client being used is listed. DNS suffixes
have this format: companyname.com, gmail.com, etc.
TCP/IP Domain Suffix settings

NOTE:

If the Domain Name suffix is not set up, use the IP address.
5. Click Apply.
6. Click OK.