HP Scanjet 7800 User Guide

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HP Scanjet 7800 User Guide Contents 1 HP Scanjet 7800 Scanner User Guide...2 What you can do with the scanner...2 Scanner hardware...3 Scanning software...4 Where to get additional information...6 Accessibility...7
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HP Scanjet 7800 User Guide Contents 1 HP Scanjet 7800 Scanner User Guide...2 What you can do with the scanner...2 Scanner hardware...3 Scanning software...4 Where to get additional information...6 Accessibility Set up profiles...9 Set up a profile with HP Smart Document Scan Software...9 Assign profile numbers with the Button Settings Utility...10 Modify a profile with HP Smart Document Scan Software...10 Import and export profiles Scan and copy...12 Basic scanning steps...12 Basic copying steps...12 Scan two-sided originals...12 Scan a card in the card slot...13 Load originals...13 Use the scanner buttons...15 Scan from HP Smart Document Scan Software...16 Scan from other software programs Care and maintenance...17 Button Settings Utility General info tab...17 Order maintenance and scanning supplies...17 Clean the scanner glass...17 Use the HP paper-path cleaning cloth...18 Clean the feed-roller assembly manually Troubleshooting...21 Scanner initialization or hardware problems...21 Scanner operation problems...22 Scanner buttons are not working correctly...24 Scanner paper path problems...25 Contact HP Support...27 User Guide 1 1 HP Scanjet 7800 Scanner User Guide This user guide covers what you need to know about using the HP Scanjet 7800 scanner. What you can do with the scanner Scanner hardware Scanning software Where to get additional information Accessibility What you can do with the scanner The following table summarizes the scanner features. Many of these features are available through the HP Smart Document Scan Software or other scanning software. For more information, see Scanning software. Feature Profiles Preview pages Page management File management Optical Character Recognition (OCR) Description You can set up and use profiles that contain all settings necessary for scanning tasks such as: Document processing Saving in different file formats (i.e. searchable or non-searchable PDF files) using automatic naming mechanisms Sending to different destinations such as FTP, Microsoft SharePoint, or other applications For more information, see Set up profiles. Using preview pages, you can check the quality of images before accepting and completing a scan. You can also crop images, which is useful when scanning small items such as a drivers license or a photo. You can view, edit, delete, insert, and reorder pages. You can also have the scanner automatically delete blank pages. You can scan all pages to a single file, scan each page to a separate file, or scan to separate files based on bar codes or blank pages in the original. With OCR software, you can scan originals as editable text that you can send to your favorite application. 2 HP Scanjet 7800 Scanner (continued) Links Wide range of sizes You can set up profiles to send files to different destinations via local or global network connections. You can scan originals ranging from legal-size paper to checks. You can use the card slot on the back of the scanner to scan items such as business cards, drivers licenses, identification cards, insurance, and other cards. Scanner hardware Scanner front panel buttons Power rocker switch Scanner front panel buttons Use the buttons on the scanner front panel to start a scan, select a profile for a scan, and configure some scanner settings. For more information, see Use the scanner buttons Icon Button name Description 1 Scan Document To Start a scan (after selecting a profile). 2 Copy Start a copy (after selecting the number of copies). 3 Select Profile Number or Number of Copies Select a profile (before scanning) or the number of copies (before copying). The selected profile number or number of copies is displayed on the LCD panel. User Guide 3 Chapter 1 (continued) 4 Cancel Cancel a scan or copy in progress. 5 Button Settings Open the Button Settings Utility where you can work with profiles or view maintenance information. Power rocker switch The Power rocker switch is located on the back of the scanner. Scanning software The scanner comes with an assortment of scanning and document-management programs, including: HP Smart Document Scan Software Button Settings Utility Kofax VirtualReScan (VRS) IRIS Readiris Pro ScanSoft PaperPort NewSoft Presto! BizCard Reader For more information and detailed descriptions of the software programs, see the printed Setup and Support Guide that came with the scanner. For PDF version of the guide that you can print: 1. Insert the HP Smart Document Scan Solution CD that came with the scanner into the computer CD drive. Wait for the installation dialog box to display. 2. Click View or print guides. A list of languages is displayed. 3. Click the language that you want. A list of guides is displayed. 4. Click Printable Setup and Support Guide. 4 HP Scanjet 7800 Scanner HP Smart Document Scan Software HP Smart Document Scan Software guides you through the scanning process. To open the software, double-click the HP Smart Document Scan Software icon on the desktop. For more information, see Scan from HP Smart Document Scan Software. Main window When you open the software the main window is displayed. In the main window you can: Start a scan: Load the original in the document feeder, select Simplex or Duplex (for one-sided or two-sided printing), select a profile from the list, and then click Scan. The scan will be completed using the settings associated with the selected profile. For more information, see Scan from HP Smart Document Scan Software. Set up a profile: Click New, and then select the settings for the profile on the Profile, Process, Scan, and Destination tabs. For more information, see Set up profiles. Modify a profile: Select a profile from the list, click Edit, and then change the settings for the profile on the Profile, Process, Scan, and Destination tabs. For more information, see Set up profiles. Second window In the second window (Executing profiles) you can manage pages. At the top of the window is a thumbnail view where scanned pages are displayed one by one as they are scanned. From this page you can: Scan more pages Preview pages individually Reorganize or delete pages Finish scanning For detailed information, see the HP Smart Document Scan Software help. To open the help, double-click the HP Smart Document Scan Software icon on the computer desktop, and then click Help in the toolbar menu. Button Settings Utility Use the Button Settings Utility to manage profiles and find information about scanner status and maintenance. To open the utility, do one of the following: Double-click the Button Settings Utility icon on the desktop. Press the Button Settings ( ) button on the front panel of the scanner. Click Start, point to Programs or All Programs, point to HP, point to Scanjet, point to 7800, and then click Button Settings Utility. Use the Configure buttons tab to manage the profiles if HP Smart Document Scan Software is installed on the computer. For more information, see Set up profiles. User Guide 5 Chapter 1 (continued) Use the General info tab to find information about the status of the scanner hardware: scan count, scanner model, Instant Lamp Warm-up, maintenance suggestions, and more. Other software programs For information about another scanning software program, open the program, and then click Help in the toolbar menu. Where to get additional information The scanner comes with several sources of additional information: Printable version of this guide HP Scanjet 7800 Setup and Support Guide Online help Printable version of this guide For a PDF version of this guide that you can print: 1. Insert the HP Smart Document Scan Solution CD that came with the scanner into the computer CD drive. Wait for the installation dialog box to display. 2. Click View or print guides. A list of languages is displayed. 3. Click the language that you want. A list of guides is displayed. 4. Click Printable User Guide. HP Scanjet 7800 Setup and Support Guide Online help Use the printed HP Scanjet 7800 Setup and Support Guide that came with the scanner to set up and connect the scanner hardware, test the installation, and troubleshoot installation problems. For a PDF version of the setup and support guide that you can print: 1. Insert the HP Smart Document Scan Solution CD that came with the scanner into the computer CD drive. Wait for the installation dialog box to display. 2. Click View or print guides. A list of languages is displayed. 3. Click the language that you want. A list of guides is displayed. 4. Click Printable Setup and Support Guide. The following sources of information are available online: 6 HP Scanjet 7800 Scanner HP Smart Document Scan Software help If HP Smart Document Scan Software is installed on the computer, doubleclick the HP Smart Document Scan Software icon on the computer desktop, and then click Help in the toolbar menu. Button Settings Utility help If the Button Settings Utility is installed on the computer, click Help on the dialog box. For help opening the Button Settings Utility, see Assign profile numbers with the Button Settings Utility. Accessibility This section describes the accessibility options available with this scanner. Screen-readable user guide in other languages LCD Reader Button Disable Utility Screen-readable user guide in other languages LCD Reader There is a screen-readable version of this User Guide on the software CD. To get a version of the guide in another language: 1. Insert the HP Smart Document Scan Solution CD that came with the scanner into the computer CD drive. Wait for the installation dialog box to display. 2. Click View or print guides. A list of languages is displayed. 3. Click the language that you want. A list of guides is displayed. 4. Click Onscreen User Guide. The LCD Reader is a software program that displays the contents of the scanner's LCD as it changes. It utilizes accessibility tools installed on your computer to read what is being displayed on the LCD. To use the LCD Reader, follow these steps: 1. On your hard drive, navigate to C:\Program Files\Common Files\Hewlett-Packard \Scanjet\7800\hplcd.exe. 2. To start the program, double-click hplcd.exe. Button Disable Utility To prevent buttons from being accidentally pushed, you can use the Button Disable Utility to disable the buttons. You can use the same utility to re-enable the buttons. User Guide 7 Chapter 1 To use the Button Disable Utility, complete the following steps: 1. On your hard drive, navigate to C:\Program Files\Common Files\Hewlett-Packard \Scanjet\7800\hpbdu.exe. 2. Double-click hpbdu.exe. The HP Button Disable Utility dialog box is displayed. 3. Select the scanner, and then click Enable Buttons or Disable Buttons. 8 HP Scanjet 7800 Scanner 2 Set up profiles An HP Smart Document Scan Software profile contains settings for scanning, processing, and saving or sending scanned documents. You can set up profiles for use with the Scan Document To button. The profiles provide a fast, efficient way to scan. You can configure each profile to perform specific scanning functions that you use often. For example, if you frequently need to scan originals at 200 dpi color, create a PDF file, and save the file in a folder named Archives within a folder named 2005, you can create a profile with the necessary settings to accomplish this task. Use HP Smart Document Scan Software to set up and modify profiles. Use the Button Settings Utility to assign a number to each profile. After you have set up a profile, you can use the same settings simply by selecting the profile in the LCD of the front panel. Set up a profile with HP Smart Document Scan Software Assign profile numbers with the Button Settings Utility Modify a profile with HP Smart Document Scan Software Import and export profiles Set up a profile with HP Smart Document Scan Software 1. To open HP Smart Document Scan Software, do one of the following: Double-click the HP Smart Document Scan Software icon on the computer desktop. Click Start, point to Programs or All Programs, point to HP, point to Scanjet, point to 7800, and then click HP Smart Document Scan Software. 2. Click New. The Create New Profile dialog box is displayed. 3. In the Profile name box, type the name you want or accept the default name. Tip You might want to set up the new profile based on an existing one. To do so, check the Copy settings from profile check box and select an existing profile from the list. 4. Click Continue. The Profile Settings dialog box is displayed. 5. Use the Scan, Process, and Destination tabs to select the settings for the profile. If you have set up the new profile based on an existing one, the existing profile's settings are displayed. Otherwise, the new profile's settings, such as paper size, target folder, etc., default to the most commonly used values. 6. After completing all settings go back to the Profile tab to summarize the most typical characteristics of the profile (such as document types and formats, separation criterion, destination link) in the Description box. 7. Click OK. User Guide 9 Chapter 2 For more information, see the HP Smart Document Scan Software help. Double-click the HP Smart Document Scan Software icon on the computer desktop, and then click Help in the toolbar menu. Assign profile numbers with the Button Settings Utility Use the Button Settings Utility to assign each profile to a number. Profiles represented as numbers are easily selected from the LCD. Note Because the profile number in the LCD panel returns to 01 after being idle for 20 seconds, it is a good idea to assign commonly used profiles to lower numbers. 1. To open the Button Settings Utility, do one of the following: Double-click the Button Settings Utility icon on the computer desktop. Press the Button Settings ( ) button on the front panel of the scanner. Click Start, point to Programs or All Programs, point to HP, point to Scanjet, point to 7800, and then click Button Settings Utility. 2. Select the button number in the Select button to configure area of the dialog box. 3. Click a profile name in the Choose profile for selected button list. 4. Click OK. Modify a profile with HP Smart Document Scan Software To modify a profile, follow these steps: 1. To open HP Smart Document Scan Software, do one of the following: Double-click the HP Smart Document Scan Software icon on the computer desktop. Click Start, point to Programs or All Programs, point to HP, point to Scanjet, point to 7800, and then click HP Smart Document Scan Software. 2. Select the profile that you want to modify from the Select a scan profile list. 3. Click Edit. For more information, see the HP Smart Document Scan Software help. Double-click the HP Smart Document Scan Software icon on the computer desktop, and then click Help in the toolbar menu. Import and export profiles Profiles can be exported into and imported from an XML file so that administrators can set up profiles for a workgroup, users can transfer their profiles from one machine to another, and users can share custom profiles with each other. 10 HP Scanjet 7800 Scanner For more information, see the HP Smart Document Scan Software help. Double-click the HP Smart Document Scan Software icon on the computer desktop, and then click Help in the toolbar menu. User Guide 11 3 Scan and copy Basic scanning steps Basic copying steps Scan two-sided originals Scan a card in the card slot Load originals Use the scanner buttons Scan from HP Smart Document Scan Software Scan from other software programs Basic scanning steps The basic steps for scanning are: 1. Load the originals. For more information, see Load originals. 2. Do one of the following: Use the Select Profile Number ( ) button on the scanner front panel to select a profile, and then press the Scan Document To ( ) button. For information about profiles, see Set up profiles. Open HP Smart Document Scan Software. For more information, see Scan from HP Smart Document Scan Software. Open another scanning software program. For more information, see Scan from other software programs. Basic copying steps Tip Descriptions of the profiles can be found in the HP Smart Document Scan Software, on the profile label on the pull-down tray on the front of the scanner, or in the Button Settings Utility. The basic steps for copying are: 1. Load the originals. For more information, see Load originals. 2. Use the Number of Copies ( ) button on the scanner front panel to select the number of copies, and then press the Copy ( ) button. Copies are printed on the computer's default printer. Scan two-sided originals The steps for scanning or copying two-sided originals are the same as for one-sided originals. In the HP Smart Document Scan Software, select Duplex (for two-sided printing). The scanner processes both sides of the original in one pass. 12 HP Scanjet 7800 Scanner Scan a card in the card slot To scan a card using the card slot on the back of the printer, follow these steps: 1. Insert one card, face down with the top of the card facing left, in the card slot on the back of the scanner. 2. Use the NewSoft Presto! BizCard Reader software to read the card and save it to a file or send it to a printer. Caution Do not load more than one card in the card slot at a time. Load originals This section explains how to load originals in the document feeder. Choose acceptable paper Load originals in the document feeder Choose acceptable paper Originals can range from legal-size paper to business cards or checks. The scanner works best when the originals meet the following specifications: A4-, A5-, letter-, or legal-size paper JIS B5 182 mm x 257 mm (7.2 x 10.1 inches) B5 176 mm x 250 mm (7.0 x 9.9 inches) Custom-size paper ranging from 73.7 mm x 53.3 mm (2.9 x 2.1 inches) to 216 mm x 356 mm (8.5 x 14 inches) Media weights from 60 g/m 2 (16 lb) to 120 g/m 2 (32 lb) Magazine pages that are heavier than 60 g/m 2 (16 lb) No cards with raised characters, such as credit cards No photos, multipart forms, transparencies, gum-backed pages, or lightweight paper User Guide 13 Chapter 3 Caution Before placing an item in the document feeder, make sure that the item does not contain wet glue, correction fluid, or other substances that can be transferred to the interior of the scanner. Make sure there are no curls, wrinkles, staples, paper clips, or any other attached material. Sheets should not be stuck together. Load originals in the document feeder 1. Extend the output tray. For longer paper sizes, extend the document feeder extension. 2. Place the stack of pages face down. The top of the pages should point down ( ). 3. Adjust the paper guides to center the original. Make sure the paper guides touch the edges of the original. 14 HP Scanjet 7800 Scanner Use the scanner buttons Note When scanning small originals such as checks, it is especially important that the paper guides fit snugly against the edges of the original. Scan Document To button Copy button Button Settings button Cancel button Scan Document To button Copy button Use the Select Profile Number button ( ) to select a profile. The profile number (01 through 30) is displayed on the LCD panel. Tip 1 Descriptions of the profiles can be found in the HP Smart Document Scan Software, on the profile label on the pull-down tray on the front of the scanner, or in the Button Settings Utility. Tip 2 To increase or decrease the profile numbers rapidly, press and hold the Select Profile Number button. Use the Scan Document To ( ) button to scan an original document using the selected profile. For information about profiles, see Set up profiles. Use the Number of Copies button ( ) to specify the number of copies that you want. The number of copies is displayed on the LCD panel. Tip To increase or decrease the number of copies rapidly, press and hold the Number of Copies button. Use the Copy button ( default printer. ) to scan an original document and send it to the computer's User Guide 15 Chapter 3 Button Settings button Cancel button Use the Butt
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