How to use the Copier for printing

The copier is installed on the computer as a printer. Once the printer is installed, the settings are user based, meaning they need to be set for each user once they are logged in. This also means if you log on to a different machine, you will need to set the printer settings on each computer you use. If you do not make the changes, you will not be able to print as the default is in color with no code and the printer requires a code for any color printing.

The default settings to change are change from default color to black and white, enter the copier access code and to enable hold print.

Change from Color to Black and White and enter code

Set Hold Print

Set Locked Print

Retrieve jobs on the copier

Change setting for individual print jobs

Color to Black and White

Change the default from color to black and white to prevent accidently printing documents in color. Color prints are 4.5¢ per page and black and white are 0.5¢ (half a cent) per page. While this does not seem like a lot, it can quickly add up when documents are printed in color that could be printed in black and white. Any document that contains color that is sent as a color print will cost the same regardless of the amount of color on it. For example, many emails that are printed contain small amounts of color in the header but are mostly black and white. If these are sent as a color print, they will still cost the same as a full page color print. (If you print a multipage document in color and only some of the pages contain color, it will count the pages without any color as black and white, you do not have to separate the print job)

To set the default from color to black and white, follow the steps below.

  1. Click on Start > Printers and Faxes
  2. Right click and select Properties

  1. Click on Printing Preferences.

  1. Change the Color/Black and White to Black and White.

  1. To also set Hold Print or Locked Print on this tab, see directions below!
  2. Click the Valid Access Tab

  1. Enter your copier code. If you have to enter a code for Black and White copies, you must enter a code for Black and White prints also. If you do not enter your code, the document will NOT print. You also will NOT get an error that it did not print.
  2. Click OK

Hold Print and Locked Print

To keep your print job from sending immediately and risk it walking off, please also set the printer to Hold Print. By sending your print jobs as a Hold Print, you will also not have to go back and reprint the job when you get to the printer and find that someone walked off with it.

To set the default for Hold Print, follow the directions below.

  1. Click on Start > Printers and Faxes
  2. Right click and select Properties
  1. Click on Printing Preferences.
  1. Change Job Type to Hold Print.
  1. Click on the Details box.
  1. Enter your name in the user name box. (This is what will show on the copier for you to know what print job is your print job. It can be your last name, first name or a nick name. This is so you will know your print job, but someone else will not think it’s theirs.)

  1. Click OK for Hold Print Details
  2. Click OK for Printing Preferences
  3. Click OK for Printer Properties

Locked Print

If you have a print job that you do not want anyone to print by accident, i.e. a confidential document, you can use Locked Print.

To set the default for Locked Print, follow the directions below. To set for individual jobs, After you go to File>print in the program and select the printer, click on ‘properties’ and start at step 4.

  1. Click on Start > Printers and Faxes
  2. Right click and select Properties
  1. Click on Printing Preferences.
  1. Change Job Type to Locked Print.

  1. Click on the Details box.
  1. Enter your name in the user name box. (This is what will show on the copier for you to know what print job is your print job. It can be your last name, first name or a nick name. This is so you will know your print job, but someone else will not think it’s theirs.)
  2. Enter a 4-8 digit code in the Password box. This is a different code then your copier code. This is a code that is specific to you. You will have to input this code in the copier before this job will print. DO NOT forget this code
  1. Click OK for Locked Print Details
  2. Click OK for Printing Preferences
  3. Click OK for Printer Properties

How to retrieve your print jobs from the copier

  1. At the copier, press the Printer button
  1. Press the print jobs button
  2. Select your print job. You can sort by User ID to view only your jobs. Just press the Sort by User ID button and then your User ID.
  3. Select the job(s) you want to print. You can select multiple jobs.
  4. If you sent the job as a locked print, enter the Password code you entered when you printed.
  5. Confirm that you want to print
  6. Wait for the copier to finish your print job.

Individual Print Jobs

When you want to change settings for specific print jobs, ie, you want to print in color, duplex, staple, or send a Locked Print for specific jobs, make sure you don’t just click the print icon, but do the file>print command (Or drop down arrow on the printer icon in IE) to bring up the Print dialog box. (Acrobat reader will bring up the dialog box with the icon). Select the copier (if not your default printer) and click on ‘properties’ or ‘preferences’ depending on the program. Change the settings as needed and click ok. The settings will hold until you close the program.