Carleton College Information Technology Services FAQs

Where do I get supplies for an MFP?

Print Services (x4186) will order toner and other non-paper supplies for networked printers in your area. (Xerox calls these non-paper supplies "consumables"). If the consumable you need for your device is not in stock, it will be ordered and available the next afternoon. You can pick up these supplies from Print Services in Leighton 128.

All used consumables that are returned to Print Services (x4186) will be recycled, if possible.

If you have an HP printer with a message about a maintenance kit or fuser, the device requires service by a qualified technician. Call the ITS helpdesk (x5999) in these cases.

Why is the MFP supposed to be left on all the time? Doesn't that waste a lot of power on nights and weekends?

Tue, 14 Oct 2008 12:00:00 -0500

Let's address the power question first. The Xerox WorkCentre MFPs and Phaser printers used on campus meet the U.S. Department of Energy guidelines as "ENERGY STAR" appliances. That means they reduce power to a very efficient "low power mode" after a period of inactivity. (It also means the device resumes operating state in a short period of time when needed.) Who decided the inactivity period? You did: ITS set this value based on departmental requests. Find out more about the ENERGY STAR ratings at http://www.energystar.gov/ .

We measured power usage for the WorkCentre 4150 and WorkCentre 7132 MFP models used on campus. The black and white WorkCentre 4150, which can average 745 watts during interactive use, draws only 32.5 watts in low power mode. The color WorkCentre 7132, which can average 528 watts during interactive use, draws only 6 watts in low power mode. What do these numbers mean? Compare them to the wattage of the bulbs in the light fixtures in your office or room.

Now back to the first question: ITS needs all campus MFPs and networked printers left on all the time for several reasons:

We have a contract with Xerox that requires that usage information be picked up by a server from every MFP and Xerox networked printer daily. In order not to negatively affect campus network loads, some of this data collection happens after 11:00 pm nightly.
Campus Services is trying to provide the best service possible by ordering "consumables" (toner and maintenance kits) in advance of when they will be needed for each MFP and printer. A device that is off or disconnected from the campus network cannot report its consumable levels, which may result in a delay for ordering when a consumable runs out.
To keep every MFP and networked printer in its best working condition, ITS staff need to perform updates and configuration changes. We prefer to do this work after hours, so that your use of the devices is not affected. If a device is off or disconnected from the campus network, ITS cannot update it, or diagnose or fix problems.
Our campus print management systems, iPrint and GoPrint, expect to maintain a network connection to each device, in order to provide immediate printing services on demand. When a device is off, the print management systems start a programmed schedule of looking for the missing device at increasing intervals. If a device is left off long enough, the print management system may give up and mark the device as unreachable. When that happens, it will require intervention by a systems administrator before the device will be able to print again. To provide you the best printing services possible, no device should ever be marked unreachable.

Where can I get specialty media, like transparencies or labels? What kind do I need? What about normal paper?

Mon, 26 Nov 2007 12:55:00 -0600

As before, you can order plain paper for printers and MFPs from Printing Services using this form: https://apps.carleton.edu/campus/printing/ordering_paper/

For college stationery (paper, envelopes), you can order online starting here: http://apps.carleton.edu/campus/publications/stationery/

For specialty media, like transparencies or labels, you can order from your usual sources, or by contacting our vendor, http://crsprinters.com/supplies.php , or directly from Xerox. Before contacting CRS, find the part number you need at the Xerox Supplies site: http://www.xerox.com/go/xrx/supplies/toner/cartridge/printer-copier/paper/supplies-home.jsp?metrics=HDR&Xcntry=USA&Xlang=en_US

Near the top, choose the "Paper and Media Type" tab, then choose either "For Black and White Office Products" or "For Color Office Products", depending on your model of printer or MFP, then choose the type of media you need.

For transparencies, we have been advised to order the Removable Stripe kind, Xerox reorder number 3R3108. For labels, most laser-compatible labels will do; the Xerox Supplies site lists a variety of sizes and finishes.

Confused about different kinds of media? You can find useful descriptions and videos at the Xerox Paper Resource Centre, at: http://www.xerox.com/go/xrx//template/009.jsp?view=Feature&ed_name=Supplies_Library&Xcntry=USA&Xlang=en_US

At the bottom of that page, you will find Recommended Media Lists for some specific models of Xerox printers and MFPs.

That covers all the media, but what about toner, staples, and other consumables? For those, contact Printing Services at x4186.

Is there a card that can be used for student workers and "I forgot my card" situations?

Campus Services will provide ONE department copy card per MFP location. Only one department copy card per office/work group can be in play at any given time. A card can have more than one budget number encoded on the card. When the department card is lost or missing, contact Campus Services (x7728). They will re-print the card upon request of the key operator. This will render the original card useless. It is strongly recommended that department copy card use be limited to student employees and on occasion when an employee does not have his/her OneCard handy.

How much does it cost to print/copy?

Both printing and copying costs 2￠ per side for Black&White and 4￠per side for Color.

If you have a large job, we recommend to go to Printing Services in Leighton 128, which offers the best prices on campus.

Why do I send a scanned document only to myself? I'm scanning it so someone else can see it!

Tue, 15 Apr 2008 11:16:00 -0500

When you scan a document with a Xerox MFP, the instructions here explain how to pick your Carleton NetID from the Carleton address book and send the scan To: yourself. Once you receive the scanned document in your Carleton E-mail, you can check it to make sure it is readable, then forward it to anyone you like.

In testing, we found that scans sent to anyone other than yourself too often failed, and the sender (you) had no way to know the document was not sent, or what was wrong. That virtual keyboard on the front panel of the MFP is a terrible typing surface; save yourself some trouble, and do the final forwarding from your E-mail.

How do I scan a document with a Xerox WorkCentre 4150?

Fri, 18 Jan 2008 15:00:00 -0600

The Xerox WorkCentre 4150 MFPs on campus are all set up ready to scan, or as Xerox calls it, "Send to E-mail". You walk up to the device with a document as though you wanted to copy it on paper, but have the output sent to you in E-mail instead, as a PDF attachment. There will be no charge for scanning, and no requirement for authentication (no oneCard).

Here's how it works, on a Xerox WorkCentre 4150:

A. Put your documents in the Automatic Document Feeder (ADF) tray on top (face up), or one page at a time on the document glass (face down).

There is a graphic inscribed on the ADF tray to show how to place the papers.

B. On the front panel, the display is probably the Basic Copying tab.

Toward the top right, you'll see an option for E-mail; press that.

C. Now that you're in the E-mail function, you'll see three tabs:

1. E-mail tab: Here's where you have to make some changes:

The From: option will show printmaster@carleton.edu, which you cannot change.

The To:, Cc: and Bcc: options will probably show whatever the last person put in.

To clear this, press the Remove All button, and then Confirm.

(This step is critical; if you skip it, you may or may not get your document, but the last user will get a copy too, and they don't want it!)

Now, press the To: button so you can select your E-mail address.

On the front panel virtual keyboard, enter your Carleton NetID (e.g., mmouse).

You only have to enter enough characters to make it relatively unique, then press the Enter button.

A list of the Carleton people whose NetIDs match what you typed appears;

select (press) yourself (even if it's the only one), then press the Add button (toward the top right), then finally press the Done button.

If you want, you may edit the subject or the message body.

2. Basic Settings tab: You can ignore this tab if you like the defaults:

Choose color or black & white scanning (default is black & white, but the 4150 can scan in full color), choose photo or text type, or other presets.

3. Advanced Settings tab: You can ignore this tab if you like the defaults:

Choose size, resolution (default is 300 x 300 dpi), file format (default is PDF).

D. To actually start the scan, press the green Start button next to the front panel.

Watch the front panel for any messages, like when to remove documents.

E. To exit the E-mail function, press the All Services button then the Copy button.

Please remember to do this; the next person probably wants to Copy, and they won't be familiar with how to get out of this scan to E-mail function.

How do I scan a document with a Xerox WorkCentre 7132?

Tue, 25 Mar 2008 15:00:00 -0500

The Xerox WorkCentre 7132 MFPs on campus have been enabled for scanning, or as Xerox calls it, "Send to E-mail". You can walk up to the device with a document as though you wanted to copy it on paper, but have the output sent to you in E-mail instead, as a PDF attachment. There will be no charge for scanning, and no requirement for authentication (no oneCard).

Here's how it works, on a Xerox WorkCentre 7132:

A. Put your documents in the Automatic Document Feeder (ADF) tray on top (face up), or one page at a time on the document glass (face down).

There is a graphic inscribed on the ADF tray to show how to place the papers.

B. On the front panel, the display is probably the Copy tab.

Press the silver "All Services" button, then select E-mail from the front panel.

(If you don't see an E-mail choice, this device hasn't been enabled for scanning.)

C. Now that you're in the E-mail function, you'll see five tabs:

1. E-mail tab: Here's where you have to make some changes:

The From: option will show printmaster@carleton.edu, which you cannot change.

You will add yourself to the Recipient(s) list by using the buttons on the left.

Press the Address Book button on the front panel. On the resulting screen, the Remote Search button in the bottom right should be highlighted.

Press the empty "(Not Set)" line next to E-mail Address (the middle line), then press the button labeled "Enter/Change Keyword".

On the front panel virtual keyboard, enter your Carleton NetID (e.g., mmouse).

You only have to enter enough characters to make it relatively unique, then press the Save button.

Back on the Remote Address Book screen, press Search Now.

A list of the Carleton people whose NetIDs match what you typed appears; select (press) yourself (even if it's the only choice), then press the Close button (toward the top right).

If you want, you may edit the subject or the message body.

2. General Settings tab: You can ignore this tab if you like the defaults:

Choose color, grayscale, or black & white scanning (default is to Autodetect color); choose 1- or 2-sided; choose photo or text type; or choose a different file format (default is PDF).

3. Image Quality tab: You can ignore this tab if you like the defaults.

4. Layout Adjustment tab: You can ignore this tab if you like the defaults:

Choose resolution (default is 300 x 300 dpi) and size.

5. Output Format tab: You can ignore this tab if you like the defaults.

D. To actually start the scan, press the green Start button next to the front panel.

Watch the front panel for any messages, like when to remove documents.

E. To exit the E-mail function, press the All Services button then the Copy button.

Please remember to do this; the next person probably wants to Copy, and they won't be familiar with how to get out of this scan to E-mail function.

How do you copy two facing pages of a book on to one sheet of paper?

Sat, 22 Mar 2008 21:12:00 -0500

(Tricia Peterson sends us this tip. I believe these instructions apply to a Xerox WorkCentre 7132.)

In case anyone else wants to copy two pages of a book onto a sheet of paper, here are the steps that he [Brian Cosgrove from Xerox] showed me. It's a lot of steps, so I don't really think we would use it unless we are trying to copy an unusually proportioned book.

Physically measure the dimensions of open book.
On main screen, select Reduce/Enlarge
Independent X Y Axis
Auto
Save
Paper supply – select landscape
Layout Adjustment tab
Original Size
Manual
Custom
Hold down arrow until reach measured width
Hold down arrow until reach measured height
Save
Start

Help! I want to make a copy, but the MFP front panel is not right: there's an E-mail tab, but no Basic Copying tab.

Fri, 18 Jan 2008 15:30:00 -0600

The last person used the MFP for scanning, and forgot to put it back in its default Copy service. Just press the All Services button you see toward the top right of the panel, then press the Copy button you see toward the left of the front panel.

How do I choose different types or sizes of media to print on? (letterhead, envelopes, labels, etc.)

Xerox calls the different kinds of paper you can print on "media", and characterizes it by:

type: plain, letterhead, transparency, labels, envelope, heavyweight, punched, recycled, bond, pre-printed, coated, etc.
size: letter (8.5" x 11"), legal (8.5" x 14"), tabloid (11" x 17"), postcard, statement, executive, No. 10 envelope, A4, etc.
color: white, pink, etc. (not the color you print, but using colored paper in a paper tray)

With Xerox devices, when you initiate printing from your desk, you choose the kind of media you plan to use (by type, size, and color) from the print properties dialog. Then, when you approach the device, you put that kind of media in the bypass tray and confirm it (by type, size, and color) on the front panel. It's up to the Xerox device to figure out which tray holds the media that matches your print request. (Contrast this to other printers, where you specify a particular tray to print from, and your job comes out on whatever media happens to be in that tray at the time.)

So, as an example, to print on letterhead:

From a Windows XP computer:
1. In your application, choose to print. Then, in the Print dialog, choose the printer, then click the Properties button next to the printer name.
2. On the Paper/Output tab, you may see a Paper Summary box with a Select Paper dropdown below it. Or, you may see separate Paper Size and Paper Type dropdown lists. Or you may see Document Size and Paper Type dropdown lists on a Paper/Quality tab. In any case, use the dropdown lists to specify your media type (letterhead) and size (and color, if any).
3. Click OK to save the settings for this print job, then OK to print.
Or, from a Mac OS X computer:
1. In your application, choose Page Setup. Use the Paper Size dropdown to select the size of your media. If you don't see the size you need, try changing the "Format for:" dropdown from "Any Printer" to your printer.
2. In your application, choose to print and select the printer. Then dropdown the "Copies & Pages" list to display Printer Features. At the Paper Type dropdown list, select the type of your media (letterhead). If you don't see the type you need, Cancel out of this dialog and try a different Paper Size in the previous step.
3. When all your settings are correct for this print job, click Print.
At the device, locate the bypass (or "multi-purpose") tray at the side of the device. Put your media (letterhead) in this tray. When the device front panel asks you to confirm the size and type, choose from the available options (letter size, letterhead type).
Your job should start to print automatically. If it does not, it may have been moved aside to allow another plain paper job to print. Use the Job Status button on the device front panel to find your print job and activate it.

How do I print with letterhead paper?

Letterhead paper is just one type of media that can be used in MFPs and printers. See this FAQ on using different media.

The MFP front panel says something about "media" or "required resources". What does this mean?

Xerox devices use the term "media" to mean any kind of paper you might want to print on: plain paper, letterhead, envelopes, cards, labels, transparencies, etc.

When the device front panel says "job held for required resources", it's telling you that the next job to be printed requires a kind of media that is not currently in the device. (For example, a job formatted for legal length when the trays have only standard letter size paper.) The front panel is suggesting you put a particular kind of paper in a specfic tray so this job can proceed.

The device bases its knowledge on what media is in each tray on what an operator told it the last time a tray was inserted. So, if an operator lies to the device about the kind of paper in a tray, a job can be held mistakenly.

When other jobs arrive at the printer, this held-up job will be set aside, and printing will continue with the next job. When an operator arrives looking for the held-up job, the operator can use the Job Status button to find the held-up job and try it again with the required media.

How do I print to the new MFPs? Are there drivers to install?

For now, ITS is providing departmental MFPs just like we do all other networked printers, through the system known as iPrint. (This will change in 2008.) iPrint lets you pick from a list of all MFPs and printers on campus, then it downloads the drivers you need and, in some cases, configures the device options. After iPrint does this, the printer appears in your Printers Folder (Windows) or Printer Setup Utility (Mac OS X), and it works just like any other printer.

Windows XP instructions:

Open Internet Explorer and this Web page: http://iprint.its.carleton.edu
(This may also work in Firefox, but it's not guaranteed.) There is probably already a Favorite for this site, in the Carleton folder as "iPrint Printers".
If you're prompted to install iPrint, contact the ITS Rapid Response line x5999 for help.
Find the device you want to use. They are listed alphabetically by building code and room (because that's how ITS names them), but you can use your Web browser's Find command (Ctrl+F) to search for an operator name or CCID# (Carleton's red asset tag) if you know them.
Click on the name of the device and you will be prompted to install it. Note the "Set printer as default" checkbox below; check this only if this will be your primary printer. Click Yes and wait while the printer is installed. When the installation finishes, you'll see a popup message.

Mac OS X instructions:

Open Safari and this Web page: http://iprint.its.carleton.edu
There may already be a bookmark for this site, as "iPrint Printers".
If you're prompted to install iPrint, contact the ITS Rapid Response line x5999 for help.
Find the device you want to use. They are listed alphabetically by building code and room (because that's how ITS names them), but you can use your Web browser's Find command (Command+F) to search for an operator name or CCID# (Carleton's red asset tag) if you know them.
Click on the name of the device and you will be prompted to install it. Click OK and wait while the printer is installed. When the installation finishes, you'll see a popup message.
Open Printer Setup Utility and select the printer you just installed. Choose the Show Info button, and then from the dropdown list at the top choose Installable Options. You need to match the options you see here with what's really on the device. Your device might be different, but here is a general guide to what you need to change:
- Xerox WorkCentre 4150/s (black & white):
  Paper Tray Options: 2 Paper Trays (High Capacity)
  Finisher/Output Tray: Finisher
- Xerox WorkCentre 7132 (color):
  Paper Tray Configuration: 3-tray
  Duplex Unit: On
  Output Options: Finisher
  Side Output Tray: On
If you like, use the Make Default button to make this your primary printer.

How do I print duplex (2 sided)?

There are three places where duplex printing, or any other printing option, can be changed. An option can be changed for:

this one print device for all computers for all jobs (a device default);
for this print device for just one computer for all jobs (a computer default); or
for this print device for this one job.

In general, all the new devices on campus were set up with the duplex option turned off as the device default.

To enable duplex for just the current print job:

Windows XP instructions:

When you choose Print in your application, a Print dialog box appears which lets you choose a printer. After choosing a printer, choose the Properties button next to the printer name.
Depending on the model of device, one of the tabs will contain a duplex or "2 sided" option. For most Xerox MFPs, look on the Paper/Output tab, toward the top right for a "2 Sided Print" dropdown box, where you can choose "2 Sided Print" (duplex). For some Xerox printers, look instead on the Layout tab for radio buttons labeled "Print on Both Sides". Click OK to save your changes for this job only.
Click OK to print using these settings.

Mac OS X instructions:

When you choose Print in your application, a Print dialog box appears which lets you choose a printer. After choosing a printer, choose the Layout option from the dropdown box below (next to Copies & Pages).
Toward the bottom of the Layout dialog, you'll see radio buttons labeled "Two-Sided" where you can control the duplexing. When you have all the settings the way you want, click Print.
If you don't see a Two-Sided choice on the Layout tab, the printer's Installable Options may not be set correctly. See this FAQ to fix them.

To enable duplex for this print device as the default for all print jobs from this computer:

Windows XP instructions:

In the Printers Folder, right-click the printer whose default you want to change and choose Printing Preferences.
Depending on the model of device, one of the tabs will contain a duplex or "2 sided" option. For most Xerox MFPs, look on the Paper/Output tab, toward the top right for a "2 Sided Print" dropdown box, where you can choose "2 Sided Print" (duplex). For some Xerox printers, look instead on the Layout tab for radio buttons labeled "Print on Both Sides". Click OK to save your changes to the default settings.

Mac OS X instructions:

Open an application and choose Print, then enable duplexing as you did for just the current print job above.
In the Print dialog box, choose the dropdown next to the Presets: label, then choose Save As. Give this preset a useful name, like Duplex.
Now you need to make this new Duplex preset the default for this device. Holding down the Option key, choose this new Duplex preset from the Presets dropdown, then choose Print. From now on, this preset will be the default for this printer, on this Macintosh.

You can always override this default, disabling duplex, for a particular print job by reversing the instructions for just the current print job above.