Configure the printer to automatically send notifications for cartridge or paper events

Introduction

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 Web site.

Before you begin

Administrators need the following information before beginning the configuration process:

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Administrative access to the printer
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DNS suffix (e.g., companyname.com)
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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 e-mail/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.
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SMTP server authentication requirements for outgoing e-mail messages, including the user name and password used for authentication, if applicable.

IMPORTANT:Consult your e-mail service provider's documentation for information on digital sending limits for your e-mail account. Some providers may temporarily lock your account if you exceed your sending limit.

Step one: Access the HP Embedded Web Server (EWS)

1.
From the Home screen on the printer control panel, touch the Network button to display the IP address or host name.
2.
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.

Step two: Set up the Outgoing E-mail Servers (SMTP)

Start the Outgoing E-mail Servers (SMTP) 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.
4.
On the Outgoing E-mail Servers (SMTP) page, select one of the following options and complete the steps:

Option one: Use a server already in use by another function

NOTE: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

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 Web site 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:
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  Select Use credentials of user to connect after Sign In at the control panel, and c lick Next (MFP and network scanner printers only).
  
  -OR-
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  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 e-mail through the server:
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  E-mail: Send scanned documents and job status notifications
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  Fax: send faxes when the fax send method is set to Internet Fax
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  Automated E-mails: device alerts sent to an administrator or archived faxes are examples of automated e-mails sent by this device
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  AutoSend: send device information to HP or other recipients
5.
On the Summary and Test page, review the settings. Enter an e-mail address into 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 e-mail server

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:
- •
  
  Select Use credentials of user to connect after Sign In at the control panel, and c lick Next (MFP and network scanner printers only).
  
  -OR-
- •
  
  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 e-mail through the server:
- •
  
  E-mail: Send scanned documents and job status notifications
- •
  
  Fax: send faxes when the fax send method is set to Internet Fax
- •
  
  Automated E-mails: device alerts sent to an administrator or archived faxes are examples of automated e-mails sent by this device
- •
  
  AutoSend: send device information to HP or other recipients
6.
On the Summary and Test page, review the settings. Enter an e-mail address into the Send a test e-mail to field, and click Test to test the configuration. Click Finish when done.

Step three: Setup 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.
Under Step 1: Type the subscription name, enter a name for the subscription in the Alert Subscription Name field.
3.
For Step 2: Recipients for this alert subscription, 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, under Step 4: Select Control Panel Messages to Suppress, 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 e-mail alert message for the subscription.
7.
When finished configuring the subscription, click OK.

Step four: Setup the Product E-mail Address

Set the e-mail address "From" for the E-mail Alerts sent from the printer.

Select Use default address, or select Specify address to add a specific e-mail address in the field that appears.

Step five: Complete the setup

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