Setting up HP Fax devices over VoIP systems

Telephone calls on VoIP (Voice over IP) services use the Internet for data transmission and are usually the telephone lines you have when you subscribe to a bundle of Internet and phone line with your service provider.

Learn how to set up your HP fax device on telephone lines that use Voice over IP (VoIP).

Faxing in Voice over IP telephone linesFaxing in Voice over IP telephone lines

Voice over Internet Protocol (VoIP) services provide normal telephone service (usually long distance) through a broadband Internet connection rather than the standard telephone network. These services use packets to break up the voice signal on a phone line and transmit it digitally to the receiver where the packets are reassembled.

1-voip-overview
1.HP fax
2.BT type phone
3.VoIP gateway with built-in ATA (Analog Telephone Adapter)
4.PC
5.Internet gateway
6.Internet

NOTE: HP fax devices are designed to work with traditional analog phone services. They are not designed to work with digital phone services such as ADSL, PBX, ISDN or VOIP. However they might work with the appropriate setup and equipment.
For further information or support, contact your VoIP service provider or systems administrator.

Setting up the fax connection with VoIP servicesSetting up the fax connection with VoIP services

Basic installation procedure:

  1. Connect the HP fax cable supplied with your HP All-in-One or HP Fax product to the outlet labeled 1-LINE at the back (or a side) of the HP device.

    NOTE: HP fax devices need to be connected to the VoIP access point or gateway through a RJ-11 fax cable. A full wireless connection would require additional equipment and that is not supported by HP.
  2. Insert the other end of the HP fax cable into one of the Phone Input sockets (RJ-11) on the ATA (Analog Telephone Adapter).
  3. Connect an RJ-45 (also called CAT-5) cable from the VoIP gateway to the WAN port on the Analog Telephone Adapter (ATA)

    NOTE: The ATA can be incorporated to the VoIP gateway or be an external device connected to the HP fax and the VoIP gateway.

When installing with optional devices:

  1. Insert a telephone cable into your answering machine (TAM) according to the answering machine manufacturer manual.

    2-line1

  2. Insert the other end of this telephone cable into the outlet labeled 2-EXT at the back (or a side) of the HP device.

    NOTE: When recording the Outgoing Message (OGM) on your telephone answering machine the voice portion should be at least 10 seconds long but no longer than 20 seconds.

    Record five to seven seconds of silence at the end of the voice portion of your outgoing message (total outgoing message length would be your voice message plus the additional five to seven seconds of recorded silence).

    Consult the manufacturer manual for specific instructions on recording and re-recording messages.

    Set the Rings-to-Answer setting on your HP All-in-One or HP Fax product to a number that is at least two greater than the telephone answering machine setting. For example, if the telephone answering machine is set to answer after four rings, the HP product should be set to answer after six rings.

    (See your HP product manual for further details about how to configure fax settings)

  3. Connect the BT phone to the VoIP gateway using an Ethernet Cat-5 compliant cable.

Testing the configurationTesting the configuration
  1. Make sure all devices are turned on before continuing.

  2. Make sure the main tray is loaded with paper and cartridges are correctly installed.

  3. Set the Answer Mode to Manual or Automatic according to your preferences.

NOTE: Some HP fax models incorporate more specific Answer Mode options. If so, please review the options below and select the one that applies best to your preferences:

  • Fax: The HP Fax will automatically answer all incoming calls according to the Rings to Answer setting.

  • FaxTel (only for models that incorporate a phone handset): The HP fax will automatically answer all incoming calls using the Rings to Answer setting. If the call is a fax call, the HP Fax will receive it whereas if the call is a voice call, the HP Fax will create a special ring to indicate that it is a voice call. The incoming voice call will need to be answered using the attached handset.

  • Tel: The HP Fax will not automatically answer calls. Faxes need to be received manually.

  • Answer Machine (TAM): The HP Fax will monitor the line when an incoming call is answered by a person or by the answering machine. If the HP Fax detects fax tones on the line, it will activate to receive the fax.

  1. Have someone send you a test-fax.

  2. Send a test-fax to someone.

Improving the fax connectivity over VoIP servicesImproving the fax connectivity over VoIP services

Fax connectivity may face issues with VoIP services due to one of the reasons below:

  • Fax transmissions are sensitive to the timing of signals.

  • There may be a slight delay in the signal because of the time taken to create the Internet packets.

  • Internet traffic can become heavy and packets be lost. These packets need to be recreated.

  • Heavy Internet traffic can also increase latency (the time it takes for a packet to travel from its point of origin to its destination) which then exceeds timing requirements.

The steps below can be useful to achieve a better performance:

NOTE: For further information on how to perform one of the steps below, please check the documentation provided with your HP product.

  1. Slow fax transmission speed.

  2. Select a lower fax quality.

  3. Disable Error Correction Mode (ECM).

If you continue to experience faxing issues, contact your VoIP provider as they may know of options to improve your HP All-in-One or HP Fax ability to send and receive faxes over VoIP.

VoIP systems over Cable-ModemVoIP systems over Cable-Modem

Faxing over Cable-Modem VoIP systems require:

  • A coaxial cable connecting your Cable Modem/Router to the Cable outlet.

  • An Analog Telephone Adapter (ATA) connected to your HP All-in-One or HP Fax device for faxing.

NOTE: The Analog Telephone Adapter (ATA) may be incorporated to the Cable Modem/Router.
Contact your Cable telephone service provider for additional information.

Setting up your fax with VoIP services that have a cable modemSetting up your fax with VoIP services that have a cable modem

Basic installation procedure:

4-cable-voip
1- Cable Modem/Router
2- Analog Telephone Adapter (ATA)
  1. Connect a RJ-45 (also called CAT-5) cable from your Cable Modem/Router to the WAN port on the Analog Telephone Adapter (ATA). 

  2. Connect one end of the fax (RJ-11) cable to one of the Phone Input ports on the Analog Telephone Adapter (ATA). 

    NOTE: The Analog Telephone Adapter (ATA) may be incorporated to the Cable Modem/Router.
    You may have to contact your cable phone service provider for assistance on how to configure the ATA for faxing
    .

  3. Connect the other end of the fax (RJ-11) cable to the 1-LINE IN port (top port) on the back of your printer.

When installing with optional devices:

  1. Insert a telephone cable into your answering machine (TAM) according to the answering machine manufacturer manual.

  2. Insert the other end of this telephone cable into the outlet labeled 2-EXT at the back (or a side) of the HP device.

    2-line1

    NOTE: When recording the Outgoing Message (OGM) on your telephone answering machine the voice portion should be at least 10 seconds long but no longer than 20 seconds.

    Record five to seven seconds of silence at the end of the voice portion of your outgoing message (total outgoing message length would be your voice message plus the additional five to seven seconds of recorded silence).

    Consult the manufacturer manual for specific instructions on recording and re-recording messages.

    Set the Rings-to-Answer setting on your HP All-in-One or HP Fax product to a number that is at least two greater than the telephone answering machine setting. For example, if the telephone answering machine is set to answer after four rings, the HP product should be set to answer after six rings.

    (See your HP product manual for further details about how to configure fax settings)

  3. Connect the BT phone to the VoIP gateway using an Ethernet Cat-5 compliant cable.



     

Testing the configurationTesting the configuration
  1. Make sure all devices are turned on before continuing.

  2. Make sure the main tray is loaded with paper and cartridges are correctly installed.

  3. Set the Answer Mode to Manual or Automatic according to your preferences.

NOTE: Some HP fax models incorporate more specific Answer Mode options. If so, please review the options below and select the one that applies best to your preferences:

  • Fax: The HP Fax will automatically answer all incoming calls according to the Rings to Answer setting.

  • FaxTel (only for models that incorporate a phone handset): The HP fax will automatically answer all incoming calls using the Rings to Answer setting. If the call is a fax call, the HP Fax will receive it whereas if the call is a voice call, the HP Fax will create a special ring to indicate that it is a voice call. The incoming voice call will need to be answered using the attached handset.

  • Tel: The HP Fax will not automatically answer calls. Faxes need to be received manually.

  • Answer Machine (TAM): The HP Fax will monitor the line when an incoming call is answered by a person or by the answering machine. If the HP Fax detects fax tones on the line, it will receive the fax.

  1. Have someone send you a test-fax.

  2. Send a test-fax to someone.

 
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