MFP General Use Instructions
Posted by Patricia Goodman on 17 July 2018 12:19 PM

Multi-Function Printer/Copier General Use Instructions

 

Adding a MFP to your computer

On a Windows  Computer:

  1. On your desktop, double-click the Add GC Printer icon.
  2. You will see a window appear with a list of printers on the network. Double click on the printer you wish to add. (MFPs are listed with the department abbreviation and “-copier”.) 
  3. A dialogue box will pop up indicating that the printer’s drivers are being loaded. Once they are loaded this box will disappear and an empty print queue window will open. Close out of this.
  4. You are now able to select the printer from your drop-down list of printers in any program.

On a Mac:

  1. Click on the apple icon in the top-left corner of your screen.
  2. Go to System Preferences.
  3. Click on Print and Fax
  4. Click on the lock in the bottom-left corner of the window in order to make changes. You will be asked to enter your username and password.
  5. When you’ve done this, click on the little “+” sign at the bottom the printer list on the left of the window.
  6. Click on the “Default” button at along the top, and then select the printer from the list. (MFPs are listed with the department abbreviation and “-copier”.) 
  7. When you’ve highlighted the printer name, click the “Add” button on the bottom-right. You are now able to select the printer from your drop-down list of printers in any program.

Printing to a MFP

There are two methods of printing. One allows you to print directly to the MFP nearest you. The other lets you send print jobs that can be accessed from any MFP on campus (called "follow me printing"), which will be printed as soon as you login to the MFP.

To print directly to the MFP nearest to you:

  1. Add the printer (if it isn’t already in your list of printers)
  2. Click on File, and select Print, then choose the correct printer from the drop-down list of printers, configure the settings as you want them, then click Print.
  3. Collect the print job from the printer.

*Please note that the MFP device will print double-sided by default. If you prefer single-sided printing, be sure to change the settings in the print settings area of the program before printing.

To send a print job that can be accessed from any MFP on campus:

  1. Add the printer called “Campus–Copier" (if it isn’t already in your list of printers).
  2. Click on File and choose Print, then choose “Campus-copier” from your drop-down list of printers, configure the settings as you want them, then click print.
  3. Go to any MFP on campus.
  4. Log in to the MFP using your GC username and password on the touchscreen panel (use the number pad for numbers).  As soon as you log in, any print jobs in the Campus-Copier job queue will immediately print.

*Please note that the MFP device will print double-sided by default. If you prefer single-sided printing, be sure to change the settings in the print settings area of the program before printing.

Making Copies

The MFP comes standard with a letter tray (8.5x11) and a ledger tray (11x17). There is also a bypass tray to accommodate other paper sizes. By default, the MFP is set to draw paper from the letter tray (LT) when making copies. If you need copy onto paper other than letter size, during the setup process of making your copy, you will see on the display an image of the copier. To copy onto ledger paper, touch the tray on the display labeled "LD".  If you need to draw from the bypass tray, touch "By Pass" on the display.

How to make a copy:

  1. Log on to the MFP with your GC username and password. Note: The login times out after about 30 seconds.
  2. Press the Copy button.
  3. If you desire to just make a copy on letter size paper, with no special setup/output, simply place your paper face up in the document feeder, use the number pad to select the desired number of copies, and then press the green start button.  If you require special setup/output for your copy, continue to the next steps.
  4. If copying onto letter size paper, the printer will default to the letter size (LT) tray. If copying onto ledger size paper, touch the "LD" tray on the display. If copying onto any other size paper, pull down the bypass tray door on the right side of the copier, and place your paper in the bypass tray.
  5. If your copy needs to be greater than, or less than 100%, touch Zoom and choose your settings.
  6. If your copying requires stapling or sorting, touch Finishing.
    • touch Sort Preferences to select sort, group, rotate sort, or magazine sort
    • touch Front Staple to have the copier staple your copies
  7. If your copy requires duplexing, touch 1->2 Duplex and choose your settings.
  8. By default the MFP copies as if the original document is a text only document.  If your original contains images or color, touch Text and choose either text/photo, photo, or color document.  Note: this is not a color copier. All copies will be black and white.
  9. Touch the Edit tab for optional settings, such as edge erase, time stamp, page number, etc.
  10. Touch the Image tab to adjust the background lightness or darkness, or adjust the image sharpness.
  11. Use the number pad to select the desired number of copies.
  12. Press the green Start button to make your copies. 
  13. Press the FC button once to clear this special setup and go back to the home copy page so you can make other copies with different setups.
  14. Press the FC button twice to log out so someone else can log onto the copier.

Scan documents or images to your M: drive on GCFile

Scanning using the document feeder on top of the MFP:

  1. Log on to the MFP with your GC username and password. Note: The login times out after about 30 seconds.
  2. Press the Menu button.
  3. On the copier’s screen, tap Scan to GCFile.
  4. The default resolution is set to "Slim PDF", which will allow the PDF to be created with a small file size that is ideal for sending as an email attachment or conserving space on the GCFile network.
  5. The default scanning process scans single-sided documents. To scan double-sided documents:
    • touch the Common Settings option
    • Choose "book" (for double-sided scanning)
    • touch OK
  6. Place the item(s) you wish to scan face up in the tray on top of the printer.
  7. If you wish to change the file name, touch File Name and change the name. Note: if you don't want the file name to include a date stamp, touch to unselct the clock symbol located next to the file name.
  8. Touch OK
  9. Touch the blue Scan button.  The document will be saved to your M:/My Documents/Scanned folder on GCFile.  (However, if you had logged in with your department code, the document will be saved to your M:\MyDepartment\Scanned folder.)
  10. Press the FC button once to clear this special setup and go back to the home copy page so you can make other copies with different setups.
  11. Press the FC button twice to log out so someone else can log onto the copier.

Scanning by putting documents directly on the document glass:

In addition to the above instructions, when scanning multiple documents into a single PDF, if you aren't able to put the documents to be scanned in the top document feeder, but instead need to place them directly on the document glass, open the top lid and place your document face down on the document glass. If you are scanning a multi-page document, after you scan the first document, place the next document face down on the document glass, and then touch Scan.  Keep repeating this for all documents and then when you have finished, touch Finish Job.  The MFP will then compile the scanned documents and make a single PDF of all the pages that you scanned.

Scanning multiple pages into a single document (Toshiba)

1. Log into copier
2. Tap File/USB
3. Make sure the "Multi" is selected
4. Tap OK, and then proceed with performing the scan.

Scan documents or images and send as an attachment in an email

The MFP has the capability of sending email attachments directly from the device.

  1. Log on to the MFP with your GC username and password. Note: The login times out after about 30 seconds.
  2. Press the Scan button.
  3. Touch E-mail
  4. Place the item(s) you wish to scan face up in the tray on top of the printer.
  5. Touch the Input@ button on the touchscreen to enter a destination email address, then touch OK.
  6. Touch Subject and enter in a subject for your email message, then touch OK.
  7. Touch File Name and enter in a file name for your attachment, then touch OK.
  8. Choose what type of file you would like the document to scan as (PDF, JPG, etc). Note: The default resolution when making a PDF is set to "Slim PDF", which will allow the PDF to be created with a small file size that is ideal for sending as an email attachment. This setting cannot be changed.
  9. Touch OK.
  10. Touch the blue Scan button.  The document will be sent to the e-mail address you specified.
  11. Press the FC button once to clear this special setup and go back to the home copy page so you can make other copies with different setups.
  12. Press the FC button twice to log out so someone else can log onto the copier.
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