HP Color LaserJet Managed MFP E78223-E78228 series User guide

Brand: HP

Model: Color LaserJet Managed MFP E78223-E78228 series

Category: Laser/LED printers

Type: User guide

www.hp.com/videos/A3

www.hp.com/support/ljE78223MFP

HP Color LaserJet Managed MFP E78223, E78228

User Guide

HP Color LaserJet Managed MFP E78223,

E78228 User Guide

L.P.

Reproduction, adaptation, or translation without

prior written permission is prohibited, except as

allowed under the copyright laws.

The information contained herein is subject to

change without notice.

The only warranties for HP products and

services are set forth in the express warranty

statements accompanying such products and

services. Nothing herein should be construed as

constituting an additional warranty. HP shall not

be liable for technical or editorial errors or

omissions contained herein.

Edition 1, 5/2020

Trademark Credits

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, Adobe Photoshop

, Acrobat

, and

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are trademarks of Adobe Systems

Incorporated.

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Apple Inc., registered in the U.S. and other

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U.S. registered trademarks of Microsoft

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UNIX

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Group.

Table of contents

1 Printer overview ...................................................................................................................................................................................... 13

Warning icons ......................................................................................................................................................................... 13

Potential shock hazard .......................................................................................................................................................... 14

Printer views ........................................................................................................................................................................... 16

Printer front view ............................................................................................................................................... 16

Printer back view ............................................................................................................................................... 19

Interface ports .................................................................................................................................................... 20

Control-panel view ............................................................................................................................................ 21

How to use the touchscreen control panel ............................................................................... 23

Printer specications ............................................................................................................................................................. 24

Technical specications .................................................................................................................................... 24

Supported operating systems ......................................................................................................................... 27

Printer dimensions ............................................................................................................................................ 29

Power consumption .......................................................................................................................................... 30

Electrical specications ..................................................................................................................................... 30

Acoustic emissions ............................................................................................................................................ 30

Operating-environment range ........................................................................................................................ 31

Printer hardware setup and software installation ............................................................................................................ 31

2 Paper trays .............................................................................................................................................................................................. 33

Introduction ............................................................................................................................................................................. 33

Load paper to Tray 1 (multipurpose tray) .......................................................................................................................... 34

Load paper to Tray 1 (multipurpose tray) ..................................................................................................... 34

Tray 1 (multipurpose tray) paper orientation ............................................................................................... 35

Use alternative letterhead mode .................................................................................................................... 40

Enable Alternative Letterhead Mode by using the printer control-panel menus ............... 40

Load paper to Tray 2, Tray 3 and the optional 2 x 520-sheet trays .............................................................................. 41

Load paper to Tray 2, Tray 3, and the optional 2 x 520-sheet trays ........................................................ 41

Tray 2, Tray 3 and the optional 2 x 520-sheet trays paper orientation ................................................... 42

Use alternative letterhead mode .................................................................................................................... 46

Enable Alternative Letterhead Mode by using the printer control-panel menus ............... 46

Load and print envelopes ..................................................................................................................................................... 47

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Print envelopes .................................................................................................................................................. 47

Envelope orientation ......................................................................................................................................... 47

Load and print labels ............................................................................................................................................................. 49

Manually feed labels ......................................................................................................................................... 49

Label orientation ............................................................................................................................................... 49

3 Supplies, accessories, and parts .......................................................................................................................................................... 51

Order supplies, accessories, and parts ............................................................................................................................... 52

Ordering .............................................................................................................................................................. 52

Replace the toner cartridge .................................................................................................................................................. 53

Toner cartridge information ............................................................................................................................. 53

Remove and replace the toner cartridge ....................................................................................................... 53

Replace the toner collection unit (TCU) ............................................................................................................................... 56

Remove and replace the TCU ........................................................................................................................... 56

Replace the staple cartridge (Optional Inner nisher) ...................................................................................................... 59

Introduction ........................................................................................................................................................ 59

Remove and replace the inner nisher accessory staple cartridge ........................................................... 59

4 Print .......................................................................................................................................................................................................... 63

Print tasks (Windows) ............................................................................................................................................................ 64

How to print (Windows) .................................................................................................................................... 64

Automatically print on both sides (Windows) ............................................................................................... 64

Manually print on both sides (Windows) ........................................................................................................ 65

Print multiple pages per sheet (Windows) .................................................................................................... 65

Select the paper type (Windows) .................................................................................................................... 66

Additional print tasks ........................................................................................................................................ 66

Print tasks (macOS) ............................................................................................................................................................... 68

How to print (macOS) ........................................................................................................................................ 68

Automatically print on both sides (macOS) ................................................................................................... 68

Manually print on both sides (macOS) ........................................................................................................... 68

Print multiple pages per sheet (macOS) ........................................................................................................ 69

Select the paper type (macOS) ........................................................................................................................ 69

Additional print tasks ........................................................................................................................................ 70

Store print jobs on the printer to print later or print privately ........................................................................................ 71

Introduction ........................................................................................................................................................ 71

Create a stored job (Windows) ......................................................................................................................... 71

Create a stored job (macOS) ............................................................................................................................ 72

Print to Job Storage ........................................................................................................................................... 73

Delete a stored job ............................................................................................................................................ 74

Delete a job that is stored on the printer .................................................................................. 74

Change the job storage limit ....................................................................................................... 74

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Information sent to printer for Job Accounting purposes ........................................................................... 74

Print from a USB ash drive ................................................................................................................................................. 75

Enable the USB port for printing ..................................................................................................................... 76

Method one: Enable the USB port from the printer control panel ........................................ 76

Method two: Enable the USB port from the HP Embedded Web Server (network-

connected printers only) .............................................................................................................. 76

Print USB documents ........................................................................................................................................ 76

Print using high-speed USB 2.0 port (wired) ..................................................................................................................... 78

Enable the high-speed USB port for printing ................................................................................................ 79

Method one: Enable the high-speed USB 2.0 port from the printer control panel

menus ............................................................................................................................................. 79

Method two: Enable the high-speed USB 2.0 port from the HP Embedded Web

Server (network-connected printers only) ................................................................................ 79

5 Copy .......................................................................................................................................................................................................... 81

Make a copy ............................................................................................................................................................................. 81

Copy on both sides (duplex) ................................................................................................................................................. 83

Additional copy tasks ............................................................................................................................................................. 84

6 Scan .......................................................................................................................................................................................................... 87

Set up Scan to Email .............................................................................................................................................................. 88

Introduction ........................................................................................................................................................ 88

Before you begin ................................................................................................................................................ 88

Step one: Access the HP Embedded Web Server (EWS) .............................................................................. 88

Step two: Congure the Network Identication settings ............................................................................ 89

Step three: Congure the Send to Email feature .......................................................................................... 91

Method one: Basic conguration using the Email Setup Wizard ........................................... 91

Method two: Advanced conguration using the Email Setup ................................................ 94

Step four: Congure the Quick Sets (optional) .............................................................................................. 99

Step ve: Set up Send to Email to use Oice 365 Outlook (optional) ..................................................... 101

Introduction ................................................................................................................................. 101

Congure the outgoing email server (SMTP) to send an email from an Oice 365

Outlook account .......................................................................................................................... 101

Set up Scan to Network Folder .......................................................................................................................................... 103

Introduction ...................................................................................................................................................... 103

Before you begin ............................................................................................................................................. 103

Step one: Access the HP Embedded Web Server (EWS) ........................................................................... 103

Step two: Set up Scan to Network Folder .................................................................................................... 105

Method one: Use the Scan to Network Folder Wizard .......................................................... 105

Method two: Use Scan to Network Folder Setup ................................................................... 107

Step one: Begin the conguration ....................................................................... 107

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Step two: Congure the Scan to Network Folder settings .............................. 108

Step three: Complete the conguration ............................................................. 116

Set up Scan to USB Drive .................................................................................................................................................... 117

Introduction ...................................................................................................................................................... 117

Step one: Access the HP Embedded Web Server (EWS) ........................................................................... 117

Step two: Enable Scan to USB Drive ............................................................................................................. 117

Step three: Congure the Quick Sets (optional) ......................................................................................... 118

Default scan settings for Scan to USB Drive setup .................................................................................... 119

Default le settings for Save to USB setup ................................................................................................. 119

Scan to Job Storage ............................................................................................................................................................. 121

Introduction ...................................................................................................................................................... 121

Scan to job storage on the printer ................................................................................................................ 121

Print from job storage on the printer ........................................................................................................... 123

Scan to USB drive ................................................................................................................................................................. 124

Introduction ...................................................................................................................................................... 124

Scan to USB drive ............................................................................................................................................ 124

Use HP JetAdvantage business solutions ........................................................................................................................ 126

Additional scan tasks .......................................................................................................................................................... 126

7 Fax .......................................................................................................................................................................................................... 127

Set up fax .............................................................................................................................................................................. 128

Introduction ...................................................................................................................................................... 128

Set up fax by using the printer control panel ............................................................................................. 128

Change fax congurations ................................................................................................................................................. 129

Fax dialing settings ......................................................................................................................................... 129

General fax send settings .............................................................................................................................. 130

Fax receive settings ........................................................................................................................................ 130

Send a fax ............................................................................................................................................................................. 131

Create a fax printing schedule ........................................................................................................................................... 134

Block incoming faxes ........................................................................................................................................................... 135

Create a list of blocked fax numbers ............................................................................................................ 135

Delete numbers from the list of blocked fax numbers ............................................................................. 135

Additional fax tasks ............................................................................................................................................................. 135

8 Manage the printer .............................................................................................................................................................................. 137

Advanced conguration with the HP Embedded Web Server (EWS) ........................................................................... 138

Introduction ...................................................................................................................................................... 138

How to access the HP Embedded Web Server (EWS) ................................................................................ 138

HP Embedded Web Server features ............................................................................................................. 140

Information tab ........................................................................................................................... 140

General tab .................................................................................................................................. 141

vi ENWW

Copy/Print tab ............................................................................................................................. 142

Scan/Digital Send tab ................................................................................................................ 142

Fax tab .......................................................................................................................................... 143

Supplies tab ................................................................................................................................. 144

Troubleshooting tab ................................................................................................................... 144

Security tab ................................................................................................................................. 145

HP Web Services tab .................................................................................................................. 145

Networking tab ........................................................................................................................... 146

Other Links list ............................................................................................................................ 147

Congure IP network settings ........................................................................................................................................... 148

Printer sharing disclaimer .............................................................................................................................. 148

View or change network settings ................................................................................................................. 148

Rename the printer on a network ................................................................................................................ 148

Manually congure IPv4 TCP/IP parameters from the control panel ..................................................... 149

Manually congure IPv6 TCP/IP parameters from the control panel ..................................................... 149

Link speed and duplex settings .................................................................................................................... 149

Printer security features ..................................................................................................................................................... 151

Introduction ...................................................................................................................................................... 151

Security statements ....................................................................................................................................... 151

Assign an administrator password ............................................................................................................... 152

Use the HP Embedded Web Server (EWS) to set the password ......................................... 152

Provide user access credentials at the printer control panel .............................................. 152

IP Security ......................................................................................................................................................... 153

Encryption support: HP High Performance Secure Hard Disks ................................................................ 153

Lock the formatter .......................................................................................................................................... 153

Energy-conservation settings ........................................................................................................................................... 154

Set the sleep timer and congure the printer to use 1 watt or less of power ...................................... 154

Set the sleep schedule ................................................................................................................................... 154

HP Web Jetadmin ................................................................................................................................................................. 155

Software and rmware updates ........................................................................................................................................ 155

9 Solve problems ..................................................................................................................................................................................... 157

Customer support ................................................................................................................................................................ 157

Control panel help system ................................................................................................................................................. 158

Reset factory settings ......................................................................................................................................................... 159

Introduction ...................................................................................................................................................... 159

Method one: Reset factory settings from the printer control panel ....................................................... 159

Method two: Reset factory settings from the HP Embedded Web Server (network-connected

printers only) .................................................................................................................................................... 159

A “Cartridge is low” or “Cartridge is very low” message displays on the printer control panel or EWS ................. 159

Printer does not pick up paper or misfeeds .................................................................................................................... 161

ENWW vii

Introduction ...................................................................................................................................................... 161

The printer does not pick up paper .............................................................................................................. 161

The printer picks up multiple sheets of paper ............................................................................................ 164

The document feeder jams, skews, or picks up multiple sheets of paper ............................................ 168

Clear paper jams .................................................................................................................................................................. 169

Introduction ...................................................................................................................................................... 169

Paper jam locations ........................................................................................................................................ 169

Auto-navigation for clearing paper jams ..................................................................................................... 170

Experiencing frequent or recurring paper jams? ....................................................................................... 170

Clear paper jams in the document feeder (31.13.yz) ............................................................................... 170

Clear paper jams in Tray 1 (multipurpose tray) (13.A1) ............................................................................ 171

Clear paper jams in Tray 2, Tray 3 and the optional 2 x 520-sheet trays (13.A2, 13.A3, 13.A4) ...... 172

Clear paper jams in the output bin (13.E1) ................................................................................................. 173

Clear paper jams in the right door and fuser area (13.B9, 13.B2, 13.FF) .............................................. 174

Resolve print-quality problems ......................................................................................................................................... 176

Introduction ...................................................................................................................................................... 176

Resolving print quality problems .................................................................................................................. 177

Update the printer rmware ..................................................................................................... 177

Print from a dierent software program ................................................................................ 177

Check the paper-type setting for the print job ...................................................................... 178

Check the paper type setting on the control panel .......................................... 178

Check the paper type setting (Windows) ........................................................... 178

Check the paper type setting (macOS) ............................................................... 178

Check toner-cartridge status .................................................................................................... 180

Step one: Print the Supplies Status Page .......................................................... 180

Step two: Check supplies status .......................................................................... 180

Print a cleaning page .................................................................................................................. 180

Visually inspect the toner cartridge or cartridges ................................................................. 181

Check paper and the printing environment ............................................................................ 182

Step one: Use paper that meets HP specications .......................................... 182

Step two: Check the environment ....................................................................... 182

Step three: Set the individual tray alignment .................................................... 182

Try a dierent print driver ......................................................................................................... 183

Calibrate the printer to align the colors .................................................................................. 183

Troubleshoot image defects ..................................................................................................... 184

Improve copy image quality ............................................................................................................................................... 193

Check the scanner glass for dirt and smudges .......................................................................................... 193

Calibrate the scanner ...................................................................................................................................... 194

Check the paper settings ............................................................................................................................... 195

Check the paper selection options ........................................................................................... 195

Check the image-adjustment settings ........................................................................................................ 195

viii ENWW

Optimize copy quality for text or pictures ................................................................................................... 195

Edge-to-edge copying .................................................................................................................................... 196

Improve scan image quality ............................................................................................................................................... 197

Check the scanner glass for dirt and smudges .......................................................................................... 197

Check the resolution settings ....................................................................................................................... 198

Check the color settings ................................................................................................................................. 199

Check the image-adjustment settings ........................................................................................................ 199

Optimize scan quality for text or pictures ................................................................................................... 200

Check the output-quality settings ................................................................................................................ 200

Improve fax image quality .................................................................................................................................................. 201

Check the scanner glass for dirt and smudges .......................................................................................... 201

Check the send-fax resolution settings ....................................................................................................... 202

Check the image-adjustment settings ........................................................................................................ 202

Optimize fax quality for text or pictures ...................................................................................................... 203

Check the error-correction setting ............................................................................................................... 203

Check the t-to-page setting ........................................................................................................................ 203

Send to a dierent fax machine .................................................................................................................... 204

Check the sender's fax machine ................................................................................................................... 204

Solve fax problems .............................................................................................................................................................. 205

Checklist for solving fax problems ............................................................................................................... 206

What type of phone line are you using? ................................................................................. 206

Are you using a surge-protection device? .............................................................................. 206

Are you using a phone company voice-messaging service or an answering machine? . 206

Does your phone line have a call-waiting feature? ............................................................... 206

Check fax accessory status ....................................................................................................... 207

General fax problems ..................................................................................................................................... 208

The fax failed to send ................................................................................................................ 208

No fax address book button displays ...................................................................................... 208

Not able to locate the Fax settings in HP Web Jetadmin ...................................................... 208

The header is appended to the top of the page when the overlay option is enabled ..... 208

A mix of names and numbers is in the recipients box .......................................................... 208

A one-page fax prints as two pages ........................................................................................ 208

A document stops in the document feeder in the middle of faxing ................................... 208

The volume for sounds coming from the fax accessory is too high or too low ............... 209

USB ash drive is not responding ..................................................................................................................................... 210

Method one: Enable the USB port from the printer control panel .......................................................... 210

Method two: Enable the USB port from the HP Embedded Web Server (network-connected

printers only) .................................................................................................................................................... 210

Appendix A Service and support ........................................................................................................................................................... 211

HP limited warranty statement ......................................................................................................................................... 212

ENWW ix

UK, Ireland, and Malta ..................................................................................................................................... 213

Austria, Belgium, Germany, and Luxemburg .............................................................................................. 213

Belgium, France, and Luxemburg ................................................................................................................. 214

Italy .................................................................................................................................................................... 215

Spain .................................................................................................................................................................. 215

Denmark ........................................................................................................................................................... 216

Norway .............................................................................................................................................................. 216

Sweden ............................................................................................................................................................. 216

Portugal ............................................................................................................................................................ 216

Greece and Cyprus .......................................................................................................................................... 217

Hungary ............................................................................................................................................................ 217

Czech Republic ................................................................................................................................................. 218

Slovakia ............................................................................................................................................................. 218

Poland ............................................................................................................................................................... 218

Bulgaria ............................................................................................................................................................. 219

Romania ............................................................................................................................................................ 219

Belgium and the Netherlands ....................................................................................................................... 219

Finland .............................................................................................................................................................. 220

Slovenia ............................................................................................................................................................ 220

Croatia ............................................................................................................................................................... 220

Latvia ................................................................................................................................................................. 220

Lithuania ........................................................................................................................................................... 221

Estonia .............................................................................................................................................................. 221

HP's Premium Protection Warranty: LaserJet toner cartridge limited warranty statement .................................... 221

Long life consumable and maintenance kit limited warranty statement ................................................................... 222

HP policy on non-HP supplies ........................................................................................................................................... 222

HP anticounterfeit Web site ............................................................................................................................................... 222

Data stored on the toner cartridge ................................................................................................................................... 223

End User License Agreement ............................................................................................................................................. 223

Customer self-repair warranty service ............................................................................................................................. 227

Customer support ................................................................................................................................................................ 228

Appendix B Environmental product stewardship program .............................................................................................................. 229

Protecting the environment ............................................................................................................................................... 229

Ozone production ................................................................................................................................................................ 229

Power consumption ............................................................................................................................................................ 229

Toner consumption ............................................................................................................................................................. 229

Paper use .............................................................................................................................................................................. 230

Plastics .................................................................................................................................................................................. 230

HP LaserJet print supplies .................................................................................................................................................. 230

Paper ...................................................................................................................................................................................... 230

x ENWW

Material restrictions ............................................................................................................................................................. 230

Battery information ............................................................................................................................................................. 230

Disposal of waste equipment by users (EU and India) ................................................................................................... 231

Electronic hardware recycling ............................................................................................................................................ 231

Brazil hardware recycling information ............................................................................................................................. 232

Chemical substances ........................................................................................................................................................... 232

Product Power Data per European Union Commission Regulation 1275/2008 ....................................................... 232

SEPA Ecolabel User Information (China) .......................................................................................................................... 232

The regulation of the implementation on China energy label for printer, fax, and copier ....................................... 232

Restriction on Hazardous Substances statement (India) .............................................................................................. 233

WEEE (Turkey) ...................................................................................................................................................................... 233

Substances Table (China) .................................................................................................................................................... 234

Material Safety Data Sheet (MSDS) ................................................................................................................................... 234

EPEAT ..................................................................................................................................................................................... 235

Substances Table (Taiwan) ................................................................................................................................................. 235

For more information .......................................................................................................................................................... 235

Appendix C Regulatory information ..................................................................................................................................................... 237

Regulatory statements ....................................................................................................................................................... 238

Regulatory model identication numbers .................................................................................................. 238

European Union Regulatory Notice .............................................................................................................. 238

FCC regulations ................................................................................................................................................ 238

Canada - Industry Canada ICES-003 Compliance Statement .................................................................. 239

VCCI statement (Japan) .................................................................................................................................. 239

EMC statement (Korea) .................................................................................................................................. 239

EMC statement (China) ................................................................................................................................... 239

Power cord instructions ................................................................................................................................. 239

Power cord statement (Japan) ...................................................................................................................... 239

Laser safety ..................................................................................................................................................... 240

Laser statement for Finland .......................................................................................................................... 240

Nordic Statements (Denmark, Finland, Norway, Sweden) ........................................................................ 241

GS statement (Germany) ............................................................................................................................... 241

Eurasian Conformity (Armenia, Belarus, Kazakhstan, Kyrgyzstan, Russia) ........................................... 242

EMI statement (Taiwan) .................................................................................................................................. 242

Product stability .............................................................................................................................................. 243

Index ........................................................................................................................................................................................................... 245

ENWW xi

xii ENWW

1 Printer overview

Review the location of features on the printer, the physical and technical specications of the printer, and where

to locate setup information.

The following information is correct at the time of publication. For current information, see www.hp.com/

support/colorljE78223MFP.

For more information:

HP's all-inclusive help for the printer includes the following information:

● Install and congure

● Learn and use

● Solve problems

● Download software and rmware updates

● Join support forums

● Find warranty and regulatory information

Warning icons

Use caution if you see a warning icon on your HP printer, as indicated in the icon denitions.

● Caution: Electric shock

ENWW 13

● Caution: Hot surface

●

Caution: Keep body parts away from moving parts

● Caution: Sharp edge in close proximity

● Warning

Potential shock hazard

Review this important safety information.

● Read and understand these safety statements to avoid an electrical shock hazard.

● Always follow basic safety precautions when using this product to reduce risk of injury from re or electric

shock.

● Read and understand all instructions in the user guide.

● Observe all warnings and instructions marked on the product.

● Use only a grounded electrical outlet when connecting the product to a power source. If you do not know

whether the outlet is grounded, check with a qualied electrician.

14 Chapter 1 Printer overview ENWW

● Do not touch the contacts on any of the sockets on the product. Replace damaged cords immediately.

● Unplug this product from wall outlets before cleaning.

● Do not install or use this product near water or when you are wet.

●

Install the product securely on a stable surface.

● Install the product in a protected location where no one can step on or trip over the power cord.

ENWW Potential shock hazard 15

Printer views

Locate key features on the printer and the control panel.

Printer front view

Locate features on the front of the printer.

Figure 1-1 Printer front view (E78228dn, E78223dn)

Item Description

1 Automatic document feeder cover, for access for clearing jams

2 Automatic document feeder input tray

3 Automatic document feeder output tray

4 Control panel with color touchscreen display (tilts up for easier viewing)

5 Output bin

6 Right door, for access for clearing jams

7 On/o button

8 Tray 1 (multipurpose tray)

9 Front door, for access to the toner cartridges

10 Power connection

11 Tray 2

12 Tray 3

16 Chapter 1 Printer overview ENWW

Item Description

13 Hardware integration pocket (HIP), for connecting accessory and third-party devices

14 Easy-access USB port

Insert a USB ash drive for printing or scanning without a computer or to update the printer rmware.

NOTE: An administrator must enable this port before use.

Figure 1-2 Printer front view (E78223dv)

Item Description

1 Automatic document feeder cover, for access for clearing jams

2 Automatic document feeder input tray

3 Automatic document feeder output tray

4 Control panel with color touchscreen display (tilts up for easier viewing)

5 Output bin

6 Right door, for access for clearing jams

7 On/o button

8 Tray 1 (multipurpose tray)

9 Front door, for access to the toner cartridges

10 Power connection

11 Tray 2

ENWW Printer views 17

Item Description

12 Tray 3

13 Hardware integration pocket (HIP), for connecting accessory and third-party devices

14 Easy-access USB port

Insert a USB ash drive for printing or scanning without a computer or to update the printer rmware.

NOTE: An administrator must enable this port before use.

Figure 1-3 Printer front view (E78223a)

11 2

Item Description

1 Scanner cover, for protect for scanning glass

2 Control panel with color touchscreen display (tilts up for easier viewing)

3 Output bin

4 Right door, for access for clearing jams

5 On/o button

6 Tray 1 (multipurpose tray)

7 Front door, for access to the toner cartridges

8 Power connection

9 Tray 2

10 Tray 3

18 Chapter 1 Printer overview ENWW

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HP Color LaserJet Managed MFP E78223-E78228 series User guide

Brand: HP

Model: Color LaserJet Managed MFP E78223-E78228 series

Category: Laser/LED printers

Type: User guide

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HP Color LaserJet Managed MFP E78223-E78228 series User guide

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