Multi-Function Printer and Copier

Major academic buildings, some departments, the library, and the Schertz Computer Lab have multi-function printer/copier devices. These devices offer network printing, copying, scan to the GCFile server, and scan to email.  The MFPs are able to accommodate up to 11"x17" size paper.  Below are some general usage instructions. These instructions are not meant to be all inclusive to the available functions of the MFP, but are intended to be a guide to get you started with basic functionality of the MFP.

Adding a MFP to your computer

Print directly to the MFP nearest to you from your computer

Printing from the Bypass Tray

What to do when the job you printed from your computer is not printing

Follow Me printing (Retrieving your print job from any MFP on campus)

Making copies

Scan documents or images to GCFile

Scan documents or images to email

E-Filing

Toshiba's online interactive training manual for the MFP

Adding a MFP to your computer

On a Windows 7 Computer:

1. Go to the GC Utilities folder on your desktop.
2. Double-click on the item in this folder titled “Add a Printer”. If you don’t have the GC Utilities folder, click on Start and in the search box, type in \\gcprint and then press Enter.
3. 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”.) 
4. 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.
5. 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.

*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.

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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.

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).  Mac OS users will choose "Toshiba Copier".
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.

Printing to the Bypass Tray (for labels, letterhead, etc.)

Windows Users:

1. When sending your print job, click on printer properties and then click on the Advanced button.
2. Go to the Paper/Quality tab and for the paper source, choose Bypass Tray.
3. Click OK and then finish sending your job to print.
4. Go to the copier and open the Bypass tray. 
5. Flip the green tab to the right.
6. Insert your paper or full sheet of labels. Your paper/labels must be face down and positioned with the long edge going into the copier. (See the graphic on the bypass tray door.)
7. Flip the green tab to the left to lock the paper in place.
8. Log onto the copier.
9. Touch JOB STATUS in the bottom right corner of the display screen.
10. Touch the green START button on the control panel. Your job should print.  If your job doesn't print, touch the Jobs tab to see if there are any pending jobs ahead of your print job.  If there are and they are not printing, it probably means that person's print job is expecting a different size of paper from what is in the bypass tray.

Mac OS Users:

1. When sending your print job, in the Print Properties window, click on the Copies and Pages drop-down arrow and select Paper Feed.
2. Click on the Auto-Select drop-down arrow and select Bypass Tray.
3. Click on Print.
4. Go to the copier and open the Bypass tray. 
5. Flip the green tab to the right.
6. Insert your paper or full sheet of labels. Your paper/labels must be face down and positioned with the long edge going into the copier. (See the graphic on the bypass tray door.)
7. Flip the green tab to the left to lock the paper in place.
8. Log onto the copier.
9. Touch JOB STATUS in the bottom right corner of the display screen.
10. Touch the green START button on the control panel. Your job should print.  If your job doesn't print, touch the Jobs Tab to see if there are any pending jobs ahead of your print job.  If there are and they are not printing, it probably means that person's print job is expecting a different size of paper from what is in the bypass tray.

What to do when your job is not printing

If you print to an MFP and your job did not print, it most likely means that there is a print job in the queue ahead of yours that is not printing because it is expecting to pull paper from the bypass tray, or that other job is expecting to print on paper other than letter size paper. If this is the case, contact the ITS Help Desk at ext. 7700 for assistance.

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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 are desiring 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.

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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 Scan button.
3. 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. This setting cannot be changed.
   
4. 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
5. Touch File/USB.  Make sure the button labeled “Remote 1” is highlighted (this will have the gcfile.goshen.edu path next to it).
6. Place the item(s) you wish to scan face up in the tray on top of the printer.
7. Choose the file type you would like the document to scan as.
8. 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.
9. Touch OK
10. Touch the blue Scan button.  The document will be saved to your M:/My Documents/Scanned folder on GCFile. If you wish, you can relocate the files from M:/My Documents/Scanned to other locations on the M: drive.
11. Press the FC button once to clear this special setup and go back to the home page.
12. Press the FC button twice to log out so someone else can log onto the MFP.

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. Your PDF will be saved to your M:/My Documents/Scanned folder on GCFile.

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

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 MFP.
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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E-Filing

You can scan a form and have it save in the E-Filing area on the MFP so that you can print additional copies of the form at a later date.

To scan to E-Filing

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-Filing
4. Touch Box/Folder.
5. Touch Public Box.
6. Touch OK.
7. Touch Document Name and give the form a name.  Note: if you do not want the name to include a date stamp, touch to unselect the clock symbol next to the file name.
8. Touch Scan.  The document will be stored in the MFPs E-Filing Public Box for future printing.
9. 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.
10. Press the FC button twice to log out so someone else can log onto the copier.

To print a form that is stored in the MFPs E-Filing Public Box

1. Log on to the MFP with your GC username and password. Note: The login times out after about 30 seconds.
2. Press the E-Filing button.
3. Touch Public Box
4. Touch Print to make a single copy. For more than one copy,
   • touch Settings
   • using the number pad, enter in the number of copies you wish to print
   • touch Print
5. Press the FC button twice to log out so someone else can log onto the copier.

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