Print Devices

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Process to Add your Name or the Name of a Recipient to the list of Favorites on the New Xerox Printers

Note: The following instructions describe the process for the Xerox WorkCenter 5945 model. Although your Xerox model may be different, the process will be similar.

You may save your name (or another recipient) to the list of favorites to expedite the sending of your scanned documents by email:

1. Press the Services Home button on the Control Panel, and then select E-mail on the touch screen.
2. Select the New Recipient button and enter your complete email address. Press on the icon representing a book with a plus sign .
3. Select Create a new contact.
4. In the first box, type your name and last name (you may only remove the characters next to your family name using the button to the right of this line). Press OK.
5. IMPORTANT: Make sure to press on the icon represented by a star at the right of your name . You will notice that the icon will change color and turn gold .

Press OK again. Your name is now saved to the list of favorites.

Best Practice

When you send a scanned document to someone other than yourself, it is strongly recommended to add your name to identify yourself as the sender (your name will appear in the email). The steps to add your name as the sender are as follow:

• From the E-mail tab, press on Sender's Name box.
• Using the keyboard, type your first and last names and press OK.
• You will see your name in the Sender's Name box.

Note: The following instructions describe the process for the Xerox WorkCenter 5945 model. Although your Xerox model may be different, the process will be similar.

You may want to remove your name or recipient’s name from the list of favorites because you no longer need to scan from this device or the recipient has left the department:

1. Press the Services Home button on the Control Panel, and then select E-mail on the touch screen.
2. From the listed Favorites, touch the name(s) to be removed. A checkmark will appear beside the name(s).
3. Select OK.

From this point, for each individual name:

1. From the E-mail panel, touch the name then select Details.
2. On the right side of the screen, touch the star button to turn it from gold to grey. Select ok.
3. Select OK.

Repeat until all names are deleted.

Note: Instructions below can only be performed on a color printer and will only change the setting for a single print request. Take these steps when you need to print in color.

In most software (e.g. Microsoft Word):

1. Select the File menu and choose Print from the left-hand menu.
2. Under the Printer section (just below your identified colour printer), select Printer Properties.
3. In the Properties window, select the Image Options tab.
4. Remove the checkmark from the box next to Xerox black and white conversion.
5. Select OK to close the Properties window, then proceed to print.

Note: Instructions below will only change the setting for a single print request. Take these steps when you need to print one-sided.

In most software (e.g. Microsoft Word):

1. Select the File menu and choose Print from the left-hand menu.
2. Under the Printer section (just below your identified colour printer), select Printer Properties.
3. In the Printing Preferences tab, under 2-sided Printing, select 1-sided Print.
4. Select OK to close the Properties window, then proceed to print.

1. On the printer’s right side panel, click on the Language button.
2. Select the language of your choice by scrolling down the list.
3. Press Save.

This will set a printer as default for all your programs. To select or change your default printer:

In Windows 10:

1. In the Windows Start menu, type the word "printers". This will bring up the "Printers & Scanners" option. Select this option to access the related settings.
2. In the "Printers and Scanners" menu, look for a checkmark next to "Let Windows manage my default printer". Remove this checkmark if it is there.
3. From the list of your "Printers & scanners", select the device that you prefer to use as your default printer and then select the Manage button when it appears.
4. In the "Settings" window for that device, select the "Set as default" button. Then you can close these sequence of windows.

1. Start > Devices and Printers.
2. Select Add a printer.
3. Click on Add a local printer.
4. From Use an existing port, change the dropdown menu to: FILE: (Print to file).then click on Next.
5. From Manufacturer list select Microsoft
6. In the Printers list click to highlight any Microsoft XPS Document Writer.
7. Next > Next > Next.
8. Select Do not share this printer, then click Next.
9. Remove checkmark from Set as the default printer, then click Finish.

To select a different printer while you have a document open:

1. Go to the Print menu in the application.
2. Select the Printer you want, using the dropdown arrow to select your printer.

• Instructions on selecting this printer as your default printer

Note: The following instructions describe the process for the Xerox WorkCenter 5945 model. Although your Xerox model may be different, the process will be similar.

1. Load the original on the document glass or in the document feeder.
2. Press the Services Home button on the Control Panel, and then select E-mail on the touch screen.

If the recipient’s name has already been saved in the list of favorites:

1. From the Favorites screen, select the name of the recipient and press OK.
2. Press the Start button to scan and send the document.

If the recipient’s name is not listed in the favorites:

1. Press Cancel to exit the Favorites pagedisplayed on the screen.
   1. If the recipient is a departmental employee:
      • Select the Network Address Book tab. Use the keyboard to enter the first characters of the last name of the recipient and select Search.
      • The list of names will be displayed. Select the desired name in the list, and select To.
      • Press on the Start button to scan and send the document.
      • Press on the Clear All yellow button on the Control Panel.
   2. For any other recipient :
      • Select the New Recipient tab. Use the keyboard to enter the complete email address then press Add and then Close.
      • Press the Start button to scan and send the document.
      • Press on the Clear All yellow button on the Control Panel.

* Best practices *

• When the scanned message is not intended for yourself, enter your name in the Sender’s Name field to ensure that the recipient may identify the origin of the email.
  • Select the Sender’s Name field. Use the keyboard to enter your name and press OK. Press on the Start button.
• You may also modify the Subject of the message.
  • Select the Subject field. Use the keyboard to enter the selected text and press OK. Press on the Start button.

The secure print option ensures the physical security of documents by requiring that a code (PIN) be entered on the printer before a document begins to print. Employees should use this option when printing protected documents.

This process will impact all your print jobs to the selected Xerox print device.

This is a two-step process:

1. Enabling the password setting at your computer and select a numeric passcode.
2. Entering your passcode at the printer to retrieve your printed document.

In Windows 10:

1. In the Windows Start menu, type the word "printers". This will bring up the "Printers & Scanners" option. Select this option to access the related settings.
2. From the list of "Printers & scanners", select the device you will be using and then select the Manage button when it appears.
3. In the "Settings" window, select "Printing Preferences".
4. In the "Printing Preferences" window, select the "Printing Options" tab. From the "Job Type" drop-down list, select the option "Secure Print".
5. In the "Secure Print" window, in the "Passcode (4-10 Digits)" field, enter a numeric passcode of your choice. Enter it again in the "Confirm Passcode" field, then select the OK button.

Note: You will need to repeat this process if you move to a different computer.

To retrieve your print job(s) at the Xerox printer

Your print job will be held on the Xerox print device until you enter your password there.

Note: The following instructions describe the process for the Xerox WorkCenter 3655 model. Although your Xerox model may be different, the process will be similar.

1. Touch the Job Status button. It will display all pending/held print jobs.
2. Find your print job and touch it to select it in the Progress Job Window.
3. Enter the passcode you created at your computer.
4. Touch Release Job or Delete.
5. Press the Services Home button on the Control Panel to exit.

The secure print option ensures the physical security of documents by requiring that a code (PIN) be entered on the printer before a document begins to print. Employees should use this option when printing protected documents.

• This is a two-step process:
  1. Enabling the password setting at your computer and select a numeric passcode.
  2. Entering your passcode at the printer to retrieve your printed document.
• Note: The following instructions describe the process for the Xerox WorkCenter 5945 model. Although your Xerox model may be different, the process will be similar.
  1. At your computer, in the program from which you want to print, do the following:
     1. File > Print
     2. Select the Xerox printer, and choose Printer Properties.
     3. Under Job Type, select Secure Print by clicking on the arrow of the drop down menu.
     4. Enter a numeric passcode.
     5. Confirm your passcode and click on OK. This will close the Secure Print window.
     6. In the Printer Properties windows, click on OK. This will close the Printer Properties window.
     7. Select Print to send the job.
  2. At the Xerox printer, follow the instructions below:
     1. From the printer, press the Job Status button on the Control Panel.
     2. Select the Secure Print Jobs tab on the Touch Screen.
     3. Select your job, and when prompted, enter your numeric passcode.
     4. Select OK.
     5. Select Release All.
     6. Press the Services Home button on the Control Panel to exit.

1. Make sure you have the correct printer setup as your default printer.
2. Make sure the printing is not paused.
   1. Start > Device and Printers
   2. Right click on the printer you are trying to print to and then click See what’s printing.
   3. If the document you are trying to print is showing the status as Paused, right click on the document and select Resume.
3. If you have another printer you can use temporarily until your printer issue is resolved, select it as your default printer.
4. If you do not have another printer installed, you can do so by using the Self Install Printer Tool.

If you have tried to print in colour by selecting the colour option rather than black & white but the colour option is not showing, you will need to uninstall and reinstall the colour printer.

Important: Ensure that you have cancelled all outstanding print jobs before starting this process.

You will also need to make note of the asset number indicated on the label of the print device (a letter followed by 7 digits, e.g. L9601195).

1. Use the Self Install Printer Tool to Uninstall a Print Device on a computer.

   Please note: It could take up to 30 minutes for the device to be uninstalled. If the device has not been removed in your list of available printers after more than 30 minutes, please submit a request to the National Service Desk.

2. Once the print device has been uninstalled, use the Self Install Printer Tool to Install a Print Device on a computer.

Please note: It could take up to 30 minutes for the device to be installed. If the device does not appear in your list of available printers after more than 30 minutes, please submit a request to the National Service Desk.

A paper jam can occur at the source of the print request but also in the physical machine.

• From your computer:
  1. Start > Devices and Printers
  2. Right click on the printer you are using and select See what’s printing.
  3. Under Printer, select Cancel all documents.
  4. Try printing again to see if the paper jam continues.
• From the print device:
  1. Turn the printer off and on.
  2. If the instruction panel still indicates a paper jam, follow the directions to manually clear the paper jam.
  3. Try printing again to see if the paper jam continues.

Connecting to a Xerox Printer or Multifunction Device with the Self-Install Printer Tool (SIPT)

The Self-Install Printer Tool (SIPT) provides you the means of making your own connection to a shared Xerox network printer or multifunction device, without assistance from an IM/IT technician.

Note: you cannot use the SIPT to set up any non-Xerox device on the network, or to any standalone device intended for your personal use (for assistance to do so, submit an online request to the National Service Desk.)

To make a new connection to a Xerox device on the network:

1. Go to the device itself, and look for a Xerox sticker with multiple information listed, including the device Asset Number: a letter followed by 7 digits (e.g. X0001570). Remember or record this asset number.
2. Return to your computer and find the Self-Install Printer Tool (SIPT): in the Windows Start menu, scroll through the alphabetical listing of all programs to find and select Install a Printer.
3. In the Install a Printer window, next to Printer Name, enter the asset number for this device and then select the Search button next to that.
4. The correct Printer Details should appear; its Location should confirm this for you. Select the Install Printer button to connect to this device.
5. When the Default Printer pop-up window appears, select either the Yes or No button.
6. Connecting to the device will then proceed. At the bottom of the Install a Printer window, the status of this connection should be updated with lines similar to the following: "Printer Port was created successfully", and then "Printer successfully installed".
7. An icon to represent the new connection will appear in the Installed Printers section (note: the green checkmark indicates which device is your default printer). You can now proceed to select and use this device when you are printing.

Disconnecting from a Xerox Print or Multifunction Device

You may want to remove a connection to a device if you (or the printing device you were using) move to different locations.

1. Find the Self-Install Printer Tool (SIPT): in the Windows Start menu, scroll through the alphabetical listing of all programs to find and select Install a Printer.
2. In the Install a Printer window, look for the section called Installed Printers. Select the device you want to disconnect from, then choose the Uninstall Printer button.
3. When the Uninstall Printer pop-up window appears, select the Yes button to confirm you want to disconnect from this device.
4. Disconnecting from the device will then proceed. At the bottom of the Install a Printer window, the status of this disconnection should be updated with lines similar to the following: "Successfully removed printer", and then "Successfully removed printer port".

Connecting with (or disconnecting from) any non-Xerox print or multifunction device

There is no automated means to set up a connection with a non-Xerox device on the network, or to connect to any standalone device intended for your personal use. To receive help with connecting to one of these devices, you can submit an online request to the National Service Desk.

Xerox devices on the network can be connected to (or disconnecting from) by using the Self-Install Printer Tool (SIPT).

• How to adjust the scan area on (Model 3655)
  1. On the touch screen select ‘Copy’ and the ‘Layout adjustment’ tab.
  2. Select ‘Original size’ icon and then ‘Preset scan area’.
  3. Choose the paper size 8.5x11 or 8.5x14.
• To save or retrieve settings
  • Under the ‘Job Assembly’ tab, select ‘Save Current Settings’.
  • Enter your setting name and select OK.
  • For a subsequent print job, under ‘Job Assembly’ tab, retrieve ‘Saved Settings’ (legal size scan area is saved as ‘legal’).

Note: To reset all settings, press and hold ‘Clear all’ (yellow button).

• Note: Instructions below will only change the settings for a single print request. These steps will work for the following WorkCentres – 3655, 4265, 5890, 5945, 6655, 7855 and 7830.

  1. Load the original on the document glass or in the document feeder.
  2. Select the Services Home from the Control Panel of the device and then select Email on the touch screen.
  3. Select Email Options.
  4. Select File Format.
  5. Select .pdf and image only.
  6. Select Searchable.
  7. Select the Language of the document and select OK.
  8. Press the Green Start Button.

• Note: Instructions below will only change the settings for a single print request. These steps will work for the following AltaLink – B8045, C8030 and C8055.

  1. Load the original on the document glass or in the document feeder.
  2. From the Control Panel of the device, select Email on the touch screen.
  3. Select .pdf to open the menu.
  4. From the .pdf menu select more.
  5. The file format window will appear, select Yes under Searchable and select the Language of the document.
  6. Once the language has been selected, select OK.
  7. Press the Green Start button.