Staff Photocopying, Printing & Scanning Guide

Transcription

1 Staff Photocopying, Printing & Scanning Guide Setup and Access to the Print Release System Printing From a Classroom or Office From an IT Room Single Sided Printing Printing PDF Documents Photocopying Scanning Photocopier Locations Setup and Access to the Print Release System Initial setup: All staff will have an RFID card in the back of their lanyard which will identify themselves to the print release system. To initially link this RFID card to your username you will need to visit any of the photocopiers, scan your lanyard and enter your username and password. IT will be able to help you with this. The financial budgets you are allowed to use will be connected to your account, and any photocopying, printing or scanning is charged to this. Most staff will only be allocated a single budget, but some staff may be connected to many. Subsequent Access: Scan your lanyard on any copier and the following menu will appear: 1

2 (Please remember to log out of your session when finished) Printing All print jobs go into one of two queues, Global Queue - Black & White and Global Queue Colour, select the appropriate one depending whether you are printing in black or colour. Prints can be collected from any of the photocopiers around the school; you simply release (by scanning your lanyard) the jobs you need. Jobs that have not been released after 1 day will be automatically deleted. Please note only the larger photocopiers support A3 printing. From a Classroom or Office 1. Print your Document to the appropriate Global Queue (the Black & White Queue is set as the default). 2. The financial budgets you are allowed to use will appear as a drop down option, select one and then select Print. 3. On any of the photocopiers, scan your lanyard to log in and select Print Release. 4. All your pending print jobs are displayed. Select individual jobs to print, view details or delete. 2

3 From an IT Room In an IT Room both the room printer and the Global Queues will be installed. The IT Room printer is set as the default, and any A4 black and white documents should be printed to it. Any colour or A3 documents will need to be sent to the Global Queue Colour and released from one of the photocopiers. Students should generally be discouraged from printing in colour, they have a budget equating to approximately 40 black and white, or 10 colour sheets per week, and collecting from a print release copier will involve them wandering round the school during lessons, it is up to the individual teacher how this is managed. Note, 6 th Form will also have RFID cards in the back of their lanyards, but lower school students need to log into the copiers with their school username and password. Single Sided Printing The default for any print job is duplex (it prints on both sides of the paper), but this can be changed on a job-by-job basis (it will revert to defaults for the next print job). Change to Single Sided File \ Print \ Print One Sided 3

4 Printing PDF Documents There is a bug in Adobe regarding colour printing PDF s. The default will always be in grayscale (black and white). To print in colour untick the Print in grayscale box. The preview will show whether the print out will be in colour or black and white. Photocopying 1. On any of the copiers scan your lanyard to log in and select Device Functions. 2. Select the financial budget you wish to use for the photocopying job. 4

5 3. The usual options appear where you can resize, duplex etc. If you have any questions regarding these please ask someone in your department, Admin or IT. Scanning Scanning is saved as a PDF file to your network User Documents folder. 1. On any of the photocopiers in the school, scan your lanyard to log in and select Scan. 2. Select the financial budget you wish to use for the scanning job 3. A summary will appear confirming where the scan will be saved and what its name will be. 4. Select Start. 5

6 5. When finished scanning, select Finish 6. Press the blue Start button on the photocopier itself (not on the screen). 7. Finally to send the scan to your documents select Send. 8. To view the scanned files, log into a computer and open your My Files folder. 9. The scanned files are in a subfolder called Scans 6

7 Photocopier Locations 7