HP Officejet Pro 8620

Get started

This guide provides details about how to use the printer and how to resolve problems.

• Accessibility

• HP EcoSolutions (HP and the Environment)

• Understand the printer parts

• Use the printer control panel

• HP Digital Solutions

• Near field communication (NFC)

• Paper basics

• Load paper

• Load an original on the scanner glass

• Load an original in the document feeder

• Insert a USB flash drive

• Set up and use accessories

• Maintain the printer

• Update the printer

• Open the HP printer software (Windows)

• Turn the printer off

• Restore defaults

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Accessibility

The printer provides a number of features that make it accessible for people with disabilities. 

Visual

The HP software provided with the printer is accessible for users with visual impairments or low vision by using your operating system’s accessibility options and features. The software also supports most assistive technology such as screen readers, Braille readers, and voice-to-text applications. For users who are color blind, colored buttons and tabs used in the HP software have simple text or icon labels that convey the appropriate action.

Mobility

For users with mobility impairments, the HP software functions can be executed through keyboard commands. The HP software also supports Windows accessibility options such as StickyKeys, ToggleKeys, FilterKeys, and MouseKeys. The printer doors, buttons, paper trays, and paper-width guides can be operated by users with limited strength and reach.

Support

For more details about the accessibility of this printer and HP’s commitment to product accessibility, visit HP’s website at www.hp.com/accessibility.

(OS X) For accessibility information, visit the Apple website at www.apple.com/accessibility.

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HP EcoSolutions (HP and the Environment)

Hewlett-Packard is committed to helping you optimize your environmental footprint and empowering you to print responsibly—at home or in the office.

For more detailed information about environmental guidelines that HP follows during the manufacturing process, see Environmental product stewardship program on page 177. For more information about HP’s environmental initiatives, visit www.hp.com/ecosolutions.

• Manage Power

• Optimize Printing Supplies

Manage Power

To conserve electricity, the printer comes with the following features.

You can also turn the features on or off from the printer software or Embedded web server (EWS).

To open the printer software, see Open the HP printer software (Windows) on page 37.

To open the EWS, see Embedded web server on page 118.

Sleep mode

Power usage is reduced while in Sleep mode. After initial setup, the printer goes into low-power mode after 5 minutes of inactivity.

To change the time to Sleep mode:

• From the printer control panel display, touch (ECO).

• Touch Sleep, and then touch the desired option.

NOTE: If you change your country or region from the printer control panel, the time to sleep mode is automatcially set to the default, which is 5 minutes.

Schedule On and Off

Use this feature to automatically save energy during evenings and weekends. For example, you can schedule the printer to turn on at 8 a.m. and turn off at 8 p.m. from Monday to Friday. In this way, you will save energy during the night and weekends.

To configure the printer’s Schedule On and Off feature:

• From the printer control panel display, touch (ECO).

• Touch Schedule On and Off.

• Touch Schedule On and Schedule Off to set the time to turn the printer on and off.

CAUTION: Always turn off the printer properly, using either Sleep Mode, Schedule On and Off, or (the Power button).

If you incorrectly turn the printer off, the print carriage might not return to the correct position, causing problems with the ink cartridges and print quality issues.

Optimize Printing Supplies

To optimize printing supplies such as ink and paper, try the following:

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• Optimize paper usage by printing on both sides of the paper.

• Save ink and paper when printing web content with HP Smart Print. For more information, visit www.hp.com/go/smartprint.

• Change the print mode to a draft setting. The draft setting uses less ink.

• Do not clean the printhead unnecessarily. Doing so wastes ink and shortens the life of the cartridges.

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Understand the printer parts

This section contains the following topics:

• Front view

• Printing supplies area

• Back view

Front view

• Document feeder paper-width guides

2Document feeder tray

3Scanner glass

4Control panel display

5Output tray

6Output tray extender

7Main input tray

8Front USB port

9Power button

10Near field communication (NFC)

NOTE: This feature is available with some models of the printer.

11 Document feeder tray

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Printing supplies area

• Ink cartridge access door

2Ink cartridges

• Printhead

• Printhead latch

NOTE: Printing supplies should be kept in the printer to prevent possible print quality issues or printhead damage. Avoid removing supplies for extended periods of time. Do not turn off the printer when a cartridge is missing.

Back view

• Fax port (2-EXT)

2Fax port (1-LINE)

3Ethernet network port

4Rear USB port

5Power input

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Use the printer control panel

This section contains the following topics:

1. Overview of buttons and lights

2. Control panel display icons

3. Change printer settings

Overview of buttons and lights

The following diagram and related table provides a quick reference to the printer control panel features.

Label Name and Description

4. Wireless status light: Blue light indicates a wireless connection. Touch (Wireless) to turn on or off the printer wireless capabilities.

5. Home button: Returns to the home screen from any other screen.

6. Control panel display: Touch the screen to select menu options. For addition menu options, touch and slide your finger across the screen.

For information about the icons that appear on the display, see Control panel display icons on page 9.

7. Back button: Returns to the previous menu.

8. Help button: Opens the Help menu.

Control panel display icons

Icon Purpose

Shows that a wired network connection exists and also provides easy access to the network status screen.

Displays wireless status and menu options. For more information, see Set up the printer for wireless communication on page 106.

NOTE: (Ethernet) and (Wireless) do not display at the same time. Showing the Ethernet icon or the wireless icon depends on the way your printer is connected to network. If the network connection of the printer has not been set up, by

default, the printer control panel display shows (Wireless).

Turn on (with and without security) or off wireless direct. If turning on wireless direct with security, then you can also display the wireless direct name and security password.

Displays a screen where you can configure the product power saving settings features.

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Icon Purpose

Touch the icon to display the Web Services Settings where you can view the printer’s email address and make ePrint settings.

For more information, see HP ePrint on page 91.

Displays a screen where you can make copies or select other options.

Displays a screen where you can send a fax, or choose fax settings.

Displays a screen where you can make a scan, or change scan settings.

Displays a screen where you can use print apps.

Displays the Setup screen for generating reports, changing fax and other maintenance settings, and accessing the Help screen.

Provides more information about the printer features.

Displays a screen where you can see information about the ink cartridges, including fill levels. This icon has a red border when an ink cartridge needs attention.

NOTE: Ink level warnings and indicators provide estimates for planning purposes only. When you receive a low-ink warning message, consider having a replacement cartridge available to avoid possible printing delays. You do not need to replace cartridges until prompted to do so.

Displays the status of the Auto Answer function. Touch Auto Answer to turn it on or off. For more information, see Set the answer mode (Auto answer) on page 77.

Change printer settings

Use the control panel to change the printer function and settings, print reports, or get help for the printer.

TIP: If the printer is connected to a computer, you can also change the printer settings using the printer management tools.

For more information about these tools, see Printer management tools on page 115.

To change settings for a function

The Home screen of the control panel display shows the available functions for the printer.

9. From the control panel display, touch and slide your finger across the screen and then touch the icon to select the desired function.

10. After selecting a function, touch and scroll through the available settings, and then touch the setting you want to change.

11. Follow the prompts on the control panel display to change the settings.

NOTE: Touch (Home) to return to the Home screen.

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To change the printer settings

To change the printer settings or print reports, use the options available on the Setup Menu screen.

12. From the printer control panel display, touch and slide your finger across the screen and then touch Setup.

13. Touch and scroll through the screens.

14. Touch the screen items to select screens or options.

NOTE: Touch (Home) to return to the Home screen.

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HP Digital Solutions

The printer includes a collection of digital solutions that can help you simplify and streamline your work. These digital solutions include the following:

15. HP Digital Filing (including Scan to Network Folder and Scan to Email)

16. HP Digital Fax (including Fax to Network Folder and Fax to Email) This section contains the following topics:

17. What are HP Digital Solutions?

18. Requirements

19. Set up HP Digital Solutions

20. Use the HP Digital Solutions

What are HP Digital Solutions?

HP Digital Solutions are a set of tools provided with this printer that can help improve your office productivity.

HP Digital Filing

HP Digital Filing provides robust, general-office scanning—as well as basic, versatile, document-management capabilities—for multiple users over a network. With HP Digital Filing, you can simply walk up to the printer, select the options on the printer control panel, and either scan documents directly to computer folders on your network or quickly share them with business partners as email attachments—and all without using additional scanning software.

These scanned documents can be sent to a shared network folder for personal or group access or to one or more email addresses for quick sharing. In addition, you can configure specific scan settings for each scan destination, allowing you to make sure that the best settings are being used for each specific task.

HP Digital Fax

Never lose important faxes misplaced within a stack of paper pages again!

With HP Digital Fax, you can save incoming, black-and-white faxes to a computer folder on your network for easy sharing and storage, or you can forward faxes through email—allowing you to receive important faxes from anywhere while working away from the office.

In addition, you can turn off fax printing altogether — saving money on paper and ink, as well as helping reduce paper consumption and waste.

Requirements

Before you set up the HP Digital Solutions, make sure you have the following:

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For all HP Digital Solutions

The printer can be connected either through a wireless connection or using an Ethernet cable.

A network connection

NOTE: If the printer is connected using a USB cable, you scan documents to a computer or attach scans to an email message using the HP software. For more information, see Scan an original on page 56. You can receive faxes to your computer using HP Digital Fax. For more information, see Receive faxes using HP Digital Fax on page 71.

The HP software

HP recommends that you set up HP Digital Solutions using the HP software provided with the printer.

TIP: If you would like to set up HP Digital Solutions without installing the HP software, you can use the printer’s embedded web server.

For Scan to Network Folder, Fax to Network Folder

23. An active network connection. You must be connected to the network.

24. An existing Windows (SMB) shared folder

For information about finding the computer name, see the documentation for your operating system.

25. The network address for the folder

On computer running Windows, network addresses are usually written in this format: \\mypc \sharedfolder

26. The name of the computer where the folder is located

For information about finding the computer name, see the documentation for your operating system.

27. Appropriate privileges on the shared folder You must have write access to the folder.

28. A username and password for the shared folder (if necessary)

For example, the Windows or OS X username and password used to log onto the network.

NOTE: HP Digital Filing does not support Active Directory.

For Scan to Email, Fax to Email

29. A valid email address

30. Outgoing SMTP server information

31. An active Internet connection

If you are setting up Scan to Email or Fax to Email on a computer running Windows, the setup wizard can automatically detect the email settings for the following email applications:

32. Microsoft Outlook 2003–2007 (Windows XP, Windows Vista, and Windows 7)

33. Outlook Express (Windows XP)

34. Windows Mail (Windows Vista)

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35. Mozilla Thunderbird (Windows XP, Windows Vista, and Windows 7)

36. Qualcomm Eudora (version 7.0 and above) (Windows XP and Windows Vista)

37. Netscape (version 7.0) (Windows XP)

However, if your email application is not listed above, you can still set up and use Scan to Email and Fax to Email if your email application meets the requirements listed in this section.

Set up HP Digital Solutions

You can set up HP Digital Solutions using the HP software provided with the printer—either using software wizards that you can open from the HP printer software (Windows) or HP Utility (OS X).

TIP: You can also use the printer’s EWS to set up the HP Digital Solutions. For more information about using the EWS, see Embedded web server on page 118.

NOTE: If you are using the printer in an IPv6-only network environment, you must set up the digital solutions using the EWS.

This section contains the following topics:

38. Set up HP Digital Filing

39. Set up HP Digital Fax

Set up HP Digital Filing

To set up HP Digital Filing, follow the appropriate instructions.

NOTE: You can also use these steps to change settings in the future.

This section contains the following topics:

40. Set up Scan to Network Folder

41. Set up Scan to Email

Set up Scan to Network Folder

You can configure up to 10 destination folders for each printer.

NOTE: To use Scan to Network Folder, you must have created and configured the folder you are using on a computer connected to the network. You cannot create a folder from the printer’s control panel. Also, make sure the folder preferences are set to provide read and write access. For more information about creating folders on the network and setting folder preferences, see the documentation for your operating system.

After you finish setting up Scan to Network Folder, the HP software automatically saves the configurations to the printer.

To set up Scan to Network Folder, complete the following steps for your operating system. To set up Scan to Network Folder from the printer software (Windows)

42. Open the HP printer software. For more information, see Open the HP printer software (Windows) on page 37.

43. Go to the Scan section under Print, Scan & Fax, and then double-click Scan to Network Folder Wizard.

44. Follow the on-screen instructions.

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NOTE: After you create destination folders, you can use the printer’s EWS to customize the scan settings for these folders. On the last screen of the Scan to Network Folder Wizard, make sure the Launch embedded web server when finished check box is selected. When you click Finish, the EWS is displayed in your computer’s default web browser. For more information about the embedded web server, see Embedded web server on page 118.

To set up Scan to Network Folder from the printer software (OS X)

45. Open HP Utility. For more information, see HP Utility (OS X) on page 117.

46. Click Scan to Network Folder under the Scan Settings section, and then follow the on-screen instructions.

NOTE: You can customize the scan settings for each destination folder.

To set up Scan to Network Folder from Embedded web server (EWS)

47. Open the embedded web server (EWS). For more information, see Open the embedded web server on page 118.

48. On the Home tab, click Network Folder Setup in the Setup box.

49. Click New, and then follow the on-screen instructions.

NOTE: You can customize the scan settings for each destination folder.

50. After you have entered the required information about the network folder, click Save and Test to make sure the link to the network folder is working correctly. The entry is added to the Network Folder list.

Set up Scan to Email

You can use the printer to scan documents and send them to one or more email addresses as attachments—without additional scanning software. You do not need to scan files from your computer and attach them to email messages.

To use the Scan to Email feature, complete the following preliminary steps:

Set the Outgoing Email Profiles

Configure the email address which will appear in the FROM portion of the email message sent by the printer. You can add up to 10 Outgoing Email Profiles. You can use the HP software installed on your computer to create these profiles.

Add email addresses to the Email Address Book

Manage the list of people to whom you can send email messages from the printer. You can add up to 15 email addresses with their corresponding contact names. You can also create email groups. To add email addresses, you can use the printer’s embedded web server (EWS) or the printer’s control panel.

Configure other email options

You can configure default SUBJECT and body text that is included in all email messages sent from the printer. To configure these options, you can use the printer’s EWS or the printer’s control panel.

Step 1: Set up the outgoing email profiles

To set up the outgoing email profile used by the printer, complete the following steps for your operating system.

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To set up the outgoing email profile from the printer software (Windows)

51. Open the HP printer software. For more information, see Open the HP printer software (Windows) on page 37.

52. Go to the Scan section under Print, Scan & Fax, and then double-click Scan to E-mail Wizard.

53. Click New, and then follow the on-screen instructions.

NOTE: After you set the Outgoing Email Profile, you can use the printer’s embedded web server (EWS) to add more Outgoing Email Profiles, add email addresses to the Email Address Book, and configure other email options. To open the EWS automatically, make sure the Launch embedded web server when finished check box is selected on the last screen of the Scan to Email Wizard. When you click Finish, the EWS is displayed in your computer’s default web browser. For more information about the embedded web server, see Embedded web server on page 118

To set up the outgoing email profile from the printer software (OS X)

54. Open HP Utility. For more information, see HP Utility (OS X) on page 117.

55. Click Scan to Email under the Scan Settings section.

56. Follow the on-screen instructions.

57. After you have entered the required information about the network folder, click Save and Test to make sure the link to the network folder is working correctly. The entry is added to the Outgoing Email Profiles list.

To set up the outgoing email profile from Embedded web server (EWS)

58. Open the embedded web server (EWS). For more information, see Embedded web server on page 118.

59. On the Home tab, click Outgoing Email Profiles in the Setup box.

60. Click New, and then follow the on-screen instructions.

61. After you have entered the required information about the network folder, click Save and Test to make sure the link to the network folder is working correctly. The entry is added to the Outgoing Email Profile List.

Step 2: Add email addresses to the Email Address Book

To add email addresses to the Email Address Book, complete the following steps:

62. Open the embedded web server (EWS). For more information, see Embedded web server on page 118.

63. On the Scan tab, click Email Address Book.

64. Click New to add a single email address. -Or-

Click Group to create an email distribution list.

NOTE: Before you can create an email distribution list, you must have already added at least one email address to the Email Address Book.

65. Follow the on-screen instructions. The entry is added to the Email Address Book.

NOTE: Contact names appear on the printer’s control panel display and in your email application.

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Step 3: Configure other email options

To configure other email options (such as configuring default SUBJECT and body text that is included in all email messages sent from the printer, as well as scan settings used when sending email from the printer), complete the following steps:

66. Open the embedded web server (EWS). For more information, see Embedded web server on page 118.

67. On the Scan tab, click Email Options.

68. Change any settings, and then click Apply.

Set up HP Digital Fax

With HP Digital Fax, the printer automatically receives faxes and saves them directly to a network folder (Fax to Network Folder) or forwards them as email attachments (Fax to Email).

NOTE: You can configure HP Digital Fax to use either Fax to Network Folder or to use Fax to Email.

You cannot use both at the same time.

Received faxes are saved as TIFF (Tagged Image File Format) or PDF files.

CAUTION: HP Digital Fax is available for receiving black-and-white faxes only. Color faxes are printed instead of being saved.

To set up HP Digital Fax from the printer software (Windows)

69. Open the HP printer software. For more information, see Open the HP printer software (Windows) on page 37.

70. Go to the Fax section under the Print, Scan & Fax, and then double-click Digital Fax Setup.

71. Follow the on-screen instructions.

NOTE: After you set up HP Digital Fax, you can use the printer’s embedded web server (EWS) to edit HP Digital Fax settings. To open the EWS automatically, make sure the Launch embedded web server when finished check box is selected on the last screen of the Digital Fax Setup Wizard. When you click Finish, the EWS is displayed in your computer’s default web browser. For more information about the embedded web server, see Embedded web server on page 118.

To set up HP Digital Fax from the printer software (OS X)

72. Open HP Utility. For more information, see HP Utility (OS X) on page 117.

73. Click Digital Fax Archive.

74. Follow the on-screen instructions.

75. After you have entered the required information, click Save and Test to make sure the link to the network folder is working correctly.

To set up HP Digital Fax from Embedded web server (EWS)

76. On the Home tab, click Fax to Email/Network Folder in the Setup box.

77. Follow the on-screen instructions.

78. After you have entered the required information, click Save and Test to make sure the link to the network folder is working correctly.

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Use the HP Digital Solutions

To use the HP Digital Solutions available with the printer, follow the appropriate instructions.

Use HP Scan to Network Folder

79. Load your original print-side down on the right-front corner of the scanner glass or print-side up in the ADF. For more information, see Load an original on the scanner glass on page 27 or Load an original in the document feeder on page 28.

80. Touch Scan, and then touch Network Folder.

81. On the control panel display, select the name that corresponds to the folder you want to use.

82. If prompted, enter the PIN.

83. Change any scan settings, and then touch Start Scan.

NOTE: The connection might take some time, depending on network traffic and connection speed.

Use Scan to Email

84. Load your original print-side down on the right-front corner of the scanner glass or print-side up in the ADF. For more information, see Load an original on the scanner glass on page 27 or Load an original in the document feeder on page 28.

85. Touch Scan, and then touch Email.

86. On the control panel display, select the name that corresponds to the Outgoing Email Profile you want to use.

87. If prompted, enter the PIN.

88. Select the TO email address (the email recipient) or enter an email address.

89. Enter or change the SUBJECT for the email message.

90. Change any scan settings, and then touch Start Scan.

NOTE: The connection might take some time, depending on network traffic and connection speed.

Use HP Digital Fax

After you set up HP Digital Fax, any black-and-white faxes that you receive print, by default, and then are saved to the designated destination—either the network folder or email address that you have specified:

91. If you are using Fax to Network Folder, this process happens in the background. HP Digital Fax does not notify you when faxes are saved to the network folder.

92. If you are using Fax to Email and if your email application is set to notify you when new email messages arrive in your inbox, you can see when new faxes arrive.

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Near field communication (NFC)

With near field communication (NFC), you can quickly print documents and images from a mobile device (such as a smartphone or tablet) just by touching the device on the printer. Look for on the front of the printer, near the printer control panel, and then touch your mobile device to this area to print.

For more information about supported mobile devices and capabilities, visit the HP Mobile Printing web site (www.hp.com/go/mobileprinting).

NOTE: This feature is available with some models of the printer.

To use this feature, make sure your mobile device supports NFC and make sure NFC is turned on in the printer.

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Paper basics

The printer is designed to work well with most types of office paper. It is best to test a variety of print paper types before buying large quantities. Use HP paper for optimum print quality. Visit the HP website at www.hp.com for more information about HP paper.

HP recommends plain papers with the ColorLok logo for printing everyday documents. All papers with the ColorLok logo are independently tested to meet high standards of reliability and print quality, and produce documents with crisp, vivid color, bolder blacks, and that dry faster than ordinary plain papers. Look for papers with the ColorLok logo in a variety of weights and sizes from major paper manufacturers.

This section contains the following topics:

93. Recommended papers for printing

94. Order HP paper supplies

95. Tips for selecting and using paper

Recommended papers for printing

If you want the best print quality, HP recommends using HP papers that are specifically designed for the type of project you are printing.

Depending on your country/region, some of these papers might not be available.

Photo printing

HP Premium Plus Photo Paper

HP Premium Plus Photo Paper is HP’s highest-quality photo paper for your best photos. With HP Premium Plus Photo Paper, you can print beautiful photos that are instant-dry so you can share them right off the printer. It is available in several sizes, including A4, 8.5 x 11 inches, 4 x 6 inches (10 x 15 cm), 5 x 7 inches (13 x 18 cm), and 11 x 17 inches (A3), and in two finishes – glossy or soft gloss (semi-gloss). Ideal for framing, displaying, or gifting your best photos and special photo projects. HP Premium Plus Photo Paper delivers exceptional results with professional quality and durability.

HP Advanced Photo Paper

This thick photo paper features an instant-dry finish for easy handling without smudging. It resists water, smears, fingerprints, and humidity. Your prints have a look and feel comparable to a store-processed photo. It is available in several sizes, including A4, 8.5 x 11 inches, 10 x

15 cm (4 x 6 inches), 13 x 18 cm (5 x 7 inches). It is acid-free for longer lasting documents.

HP Everyday Photo Paper

Print colorful, everyday snapshots at a low cost, using paper designed for casual photo printing. This affordable photo paper dries quickly for easy handling. Get sharp, crisp images when you use this paper with any inkjet printer. It is available in glossy finish in several sizes, including A4, 8.5 x 11 inches, and 10 x 15 cm (4 x 6 inches). It is acid-free for longer lasting documents.

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To read more please download the PDFs below

Download HP Officejet Pro 8620 Manual

hp officejet pro 8620 download
hp officejet pro 8620 wireless setup
hp officejet pro 8620 setup
hp officejet pro 8620 scan to computer
hp officejet pro 8620 troubleshooting
hp officejet pro 8620 printhead
hp officejet pro 8610 scanning instructions
hp officejet pro 8620 specs