York Print Plus: FAQs about using the devices

What happens if I forget to log out of the MFD?

The MFD will automatically log you out after 30 seconds of inactivity.

How do I use the MFD if I have lost or forgotten my University card?

You can log on to the device using your IT Services account.

Does the fax work on the MFD?

Fax facilities are available on certain MFDs. Ask your super user for details.

Does the scanner work on the MFD?

Yes, scanning can be performed on all MFDs.

  • Select Email function on the display of the MFD
  • Any scanned documents will be sent your University email address.

I need to print a booklet - what should I do?

All MFDs are capable of printing in booklet mode, however there is no facility for saddle stitch stapling. If you require professional booklet making, please send your job to Campus Copy & Print.

Will I be able to prioritise my printing once it has been sent to an MFD?

Yes. You can see a list of your own print jobs. You can choose which one to print first, or which to leave until another time. Print jobs will be available to print for three days after you submitted the job.

How long are print jobs kept?

Print jobs will be deleted after three days.

What are the printer defaults?

The printer defaults are double sided and black & white.

How do I print in colour?

To print in colour:

  1. Go to File | Print
  2. Select a printer from the drop down menu
  3. Click the Properties button
  4. Click the Colour tab in the top menu
  5. Untick the Print in greyscale box

Before you print your document, you can check the job's colour and double sided options by selecting the job and pressing the Info button. You can't change the options from here, but it will save you from accidentally printing out a document with the wrong options.

How do I print single sided?

To print single sided, either

  1. Select the PrintCloud printer
  2. Select Properties
  3. Click the Printing Shortcuts tab
  4. Set Print on both sides to No
  5. Click OK

or

  1. Select the PrintCloud printer
  2. Select Properties
  3. Click the Finishing tab
  4. Untick the Print on both sides check box
  5. Click OK

Before you print your document, you can check the job's colour and double sided options by selecting the job and pressing the Info button. You can't change the options from here, but it will save you from accidentally printing out a document with the wrong options.

How do I print on transparencies (OHPs)?

To print on transparencies:

  1. Go to File | Print.
  2. Select Print One Sided from the drop down menu.
  3. Click the Properties button
  4. Click the Paper/Quality tab.
  5. The Paper Source box should read Automatically Select.
  6. Select more from the Paper Type drop box
  7. Expand Type is:, select Other/Color Laser Transparency, and click OK.

When you collect your job, the MFD will pause and prompt you to put OHP sheets into the bypass feed.

There is an icon on the bypass tray indicating which way up the sheets should be placed.

Only copier or laser compatible sheets should be used. Do not use inkjet sheets.

How do I print labels?

To print on label sheets:

  1. Go to File | Print.
  2. Select the Print One Sided from the drop down menu.
  3. Click the Properties button
  4. Click the Paper/Quality tab.
  5. The Paper Source box should read Automatically Select.
  6. Select more from the Paper Type drop box
  7. Expand Type is:, select Other/Labels, and click OK.

When you collect your job, the MFD will pause and prompt you to put label sheets into the bypass feed.

There is an icon on the bypass tray indicating which way up the sheets should be placed.

Only copier or laser compatible labels should be used. No inkjet labels.

How do I print on different types of paper?

To print on on different types of paper?:

  1. Go to File | Print.
  2. Select a printer from the drop down menu.
  3. Click the Properties button
  4. Click the Paper/Quality tab.
  5. The Paper Source box should read Automatically Select.
  6. Select more from the Paper Type drop box
  7. Expand Type is:, select the required paper type, and click OK.

When you collect your job, the MFD will pause and prompt you to put the required sheets into the bypass feed.

How do I use the bypass tray?

  1. Go to the Paper Trays/Types menu (in Copy Settings on some models)
  2. Select Manual
  3. Select the paper size if required
  4. Select the paper type from the scroll down menu
  5. Place your paper in the bypass and copy as normal
  6. Remove paper and close the bypass tray when finished

How do I reduce/enlarge?

  1. Go to Paper selection
  2. Select the output size of paper you require to copy on - put a tick in the paper tray that contains it
  3. The machine will automatically resize the document for you

or...

Use the percentage function in the reduce/enlarge menu

  • A4 to A3 is 141%
  • A3 to A4 is 70%

How do I copy in colour?

All the MFDs are defaulted to black/white for copying. Colour copying has to be selected from the menu.

How do I stop a copy job?

Hit the red stop button. This will only effectively stop a job of around 5 or more pages.

What are the copy defaults?

Defaults are single sided copy in, single sided copy out.

Double siding must be selected from the menu.

How do I stop a print job?

To stop a print job on machines that are already printing, simply press Stop.

It may take a few prints as the machine will clear what it has in the paper path but it does stop.

Some devices require the job to be cleaed at this point or they will remain 'paused'.

To do this select Job Status and then delete the job in question.

How do I install a printer?

Instructions for installing the printers go to the York Print Plus section of the Printing web pages and select the appropriate link under the Guides section.

The MFD requires maintenance or is not working. What should I do?

If the machine fault is basic e.g. paper jam/toner needs replacing, you should seek assistance from any of the trained super users (details next to each device). Any other faults should be reported directly to the Library & IT Help Desk.

Please give the following information:

  • Machine installation number (blue/white sticker on the device)
  • Location of the machine
  • Your name
  • Contact phone number

IT Services will then look into the issue and call out a technician if required.

The paper has jammed in the machine. It did not finish printing. What should I do?

Follow the clearing procedure. This will differ slightly on each type of machine. Refer to the user manual. Any green button means you can open/access something. Wait until the MFD powers up again and begins printing. 

If the MFD does not continue printing and you have documents or pages of a document still waiting to print, and cannot resolve the problem immediately, as a last resort:

  1. Be very sure that you have been attempting to clear the path for more than one minute
  2. Turn the power button at the edge of the menu screen off.
  3. Wait for a full minute and turn it back on again. This will dump the memory on the machine and clear any outstanding jobs or pages.
  4. Re-send the print job from your PC.

If you turn the MFD off while it is processing information you will break it - so be very sure that the machine has not been trying to retrieve data from the network - some large documents can take time to download, and some colour printing involves the MFD having to recalibrate several times during the production process

Who is responsible for ordering the paper, ink, staples, etc?

Super users are responsible for ordering supplies. Their details are located on a poster next to each MFD.

The device has malfunctioned and spoilt my print job. How do I reclaim the cost?

If you are a student and your work has not printed out properly, for example if the pages are creased or smudged, take the spoilt job to the Library & IT Help Desk where you can get the cost credited back onto your York Print Plus account.

How do I ensure my sensitive documents are kept confidential?

When you print using York Print Plus, you can collect your material as and when you need to. You can pull down your printing from any MFD on campus. To do this requires you to log on at the device by swiping your University Card or keying in your username and password. This ensures only the person who has sent the document to print is authorised to collect the output.

Please note: When you send your job to print, there will be a short period of time where your document's name will be visible to other users who have the PrintCloud window open. We therefore recommend that you ensure the document title does not contain any confidential information.

How can I recycle used toners?

HP toners

As part of the HP Planet partnership, we supply a box for recycling used HP consumables eg toner cartridges, fuser units and drum kits when York Print Plus is installed.

To arrange for collections and replacment boxes, you or your department's York Print Plus SuperUser(s) should register with HP and arrange collections with them:

Non-HP toners

Staff and students can log a job with the facilities helpdesk and the Rapid Response Team will collect non-HP cartridges for off-site recycling.