An address book is a stored list of frequently-used contacts for quick selection when sending a document from the printer control panel. Use the Address Book page to configure and enable the following printer features:
Open a Web browser, and in the address line, type the IP address or host name of the printer exactly as it displays on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
NOTE:If the Web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.
Use the Network Contacts Setup area of the Address Book page to enable network contacts and to specify the search methods for locating network contacts.
Access individual users' personal contacts from their Microsoft Exchange Server personal contacts lists. These addresses are available when the user signs in at the printer control panel using Windows, and then selects the Personal Contacts address book view.
NOTE:If any problems are encountered when importing address books from newer Microsoft Exchange servers, contact HP support for help.
The Lightweight Directory Access Protocol (LDAP) feature provides access to a network address book. Use the following sections to set up the Network Contacts feature.
NOTE:The printer must have the correct firmware version to be compatible with the LDAP feature.
Administrators need the following information before beginning the configuration process.
Obtain addresses from a LDAP server so they are available to users at the printer control panel. These addresses are available when the user selects the All Contacts address book view.
In the LDAP Server Address field, enter the IP address for the LDAP server, or if the name of a LDAP server to use is unknown, click Auto Find to obtain a list of available LDAP servers. Select the LDAP server to use, and then click OK.
TIP:If the LDAP server you want to use is not in this list, contact your administrator and obtain the IP address and the attribute codes.
If the LDAP server requires authentication, select the appropriate authentication type for the LDAP server in the Server Authentication Requirements area. Depending on the type of authentication, some of the other fields in this area might not be available, because they are not required. Enter the information for the required fields. Make sure to use the exact names that match the settings for the LDAP server.
NOTE:For individual users who sign in using Windows credentials, select the option to use those credentials for the LDAP server authentication.
Types of authentication for the printer to communicate with the LDAP server:
In the LDAP Database Search Settings area, click Auto Find to browse for the point to begin searching the database.
NOTE:By default, Active Directory attributes are used. If these attributes do not work, try the Use Custom Attributes option, and then click the Auto Find button to find the correct attributes.
Use the Import button to load a large list of frequently-used contacts on to the printer all at once, rather than adding them one at a time.
To add contacts to more than one printer, it is best to add them on one printer, make any edits to the list, and then use the Import and Export All buttons to transfer the addresses to other printers.
This section provides information about the following topics:
Add a contact or group by clicking Add Contact or Add Group, which opens the Add Contact or Add Group page.
Use this page to import and export address book and user information to and from the printer.
When data is imported to the printer, new contacts, fax speed dials, or user accounts are added, so that this information can be accessed on this printer. This can help make it easy to create initial lists or to keep the HP printer current with changes to the information.
The export of records saves email, fax, or user records from the printer into a file on a computer. Use this file as a data backup, or use it to import the records onto another HP printer.
This section provides information about the following topics:
To import address-book information, first create a file with a comma-separated value (CSV) format. The CSV format is a common data format that is often used to transfer data between database programs or printers. This file can be created using either a spreadsheet program such as Microsoft Excel, or a text program such as Microsoft Notepad. After creating the file, be sure to save or export it as a .CSV file type. Another option is to create a data file by exporting contacts from Microsoft Outlook or another email client and saving it as a .CSV file.
NOTE:To help with creating or importing a .CSV file, try exporting an existing address book to use as a template.
After the header row, add rows containing each address book or user record. See the Required data and record limits section below to find out which columns are required for each type of record.
Blank columns are allowed. If creating a text import file, insert a comma for each blank field.
If the data in the field contains a comma, a carriage return (\r), or line feed (\n) character, the data in that field must be surrounded by quotes, for example,
Fields that contain double-quotes must be surrounded by double-quotes. Any individual double-quotes must be represented by a pair of double-quotes.
If using Excel to create the import file, do not enter quotes, because Excel inserts them automatically when the file is converted to a .CSV file.
Click Import to import the data file into the printer. The import process will take approximately 1 minute for each 1,000 records, depending on the network speed.
When the import process is complete, a message displays indicating how many records were successfully imported and whether there were any import errors.
This section provides information about the following topics:
Record type | Required data | Maximum field length |
---|---|---|
name (or "first name" and "last name") address1 |
||
address1 |
||
address1 |
64 unicode characters2 |
|
faxnumber1 |
||
faxnumber1 speeddial2 code2 |
A maximum of 100 speed-dials, each with a maximum of 100 entries |
1 The “address” field can also be called ”emailaddress”, “email”, “email address”, “e-mail”, or “e-mail address”. The “faxnumber” field can also be called “business fax”, “home fax”, or “other fax”.
2 The "speeddial" field contains the name of the speed-dial, for example "Johnson Janitorial", and the "code" field contains the speed dial code (a number between 0 and 99), for example 08. Either one- or two-digit numbers are accepted; for example, either 06 or 6 can be used.
If contacts are saved in Microsoft Outlook, export them into a .CSV file, and then use that file to import them into the printer.
Create a .CSV file using Microsoft Outlook
The address book or user information saved in the printer can be exported into a .CSV file with the format of one header row followed by a row for each user or address book record.
Open the export file in either a spreadsheet program like Microsoft Excel or in a text program like Notepad.