Training Materials Print Management Project PaperCut & Sharp MFPs. Training Materials

Transcription

1 Training Materials Training Materials Print Management Project PaperCut & Sharp MFPs

2 Training Materials TABLE OF CONTENTS Section 1 MFP LOGIN/LOGOUT Section 2 PAPERCUT FEATURES Section 3 DEVICE FUNCTIONS HOME SCREEN Section 4 COPY BASICS Section 5 SCANNING PAPERCUT GOOGLE DRIVE Section 6 SCANNING BASICS Section 7 SCANNING OCR & MS OFFICE FORMATS Section 8 SCANNING ALTERNATIVE ADDRESS Section 9 PRINTING BASICS Section 10 PRINTING ADVANCED Section 11 PRINTING SECURE PRINT

3 MFP LOGIN / LOGOUT The MFP login process is very simple, and will significantly improve scanning efficiency and document security. You may log in by swiping your door access card or PIN number. LOGIN WITH DOOR CARD Simply swipe your Door Card across the card reader. The MFP will log you in automatically LOGIN WITH PIN NUMBER 1. Press the ID Number button 2. Enter your PIN number 3. Press OK 4. Press Log In LOG OUT At any point, on any screen, you may log out by pressing the Logout button at the top of any screen. If you forget to log out, you will be logged out automatically after 2 minutes of inactivity.

4 PAPERCUT FEATURES Once you have logged in, you will be presented with the PaperCut Features screen. This is where you select whether you would like to release a secure print job, use a device functions such as copying, or use PaperCut to scan a document to a location such as Google Drive. Print Release allows you to release held print jobs. These were print jobs sent to a FollowMe queue. Once sent, you can pick these jobs up at any district copier within 24 hours. Device Functions allows you to either use the device to make a copy, send a fax, or use the native scan feature of the MFP. The native scan functionality supports advanced features such as scanning of documents using OCR features such as searchable PDF and editable DOC. Scan allows you to scan a document to yourself an attachment or scan to cloud storage such as Google Drive. If you choose Google Drive as your destination, the system will send you an the first time you use it, so you can select the Google Drive account you wish to associate.

5 DEVICE FUNCTIONS HOME SCREEN Choosing the Device Functions option brings you to the Home Screen. This is where you will select whether you would like to make a copy or perform a scan. To return to the Home Screen at any time, press the large Home button on the right side of the panel. Copy is a full-featured copy mode. You can perform one or two-sided copying with sorted or grouped sets. Depending on the capabilities of your device, you may also be able to create color copies or use finishing features such as staple and punch. allows you to scan a document to yourself an attachment. Various file formats such as PDF, JPG, and Word are supported. The destination will default to you own , but you can choose to send to others as well. PaperCut Home is a shortcut to return you back to the PaperCut screen where you can choose to release jobs or use Papercut Scanning cababilities like Scan to Google Drive.

6 COPY - BASICS Copying a document 2. Select number of sets with the On Screen 10-key 3. Select your desired output by pressing Color Start or B/W Start 2-sided Copy 4. Place original Face Up in document feeder 5. Press 2-sided Copy 6. Choose either 1 sided -> 2 sided or 2 sided -> 2 sided 7. Press OK 8. Select number of sets with the On Screen 10-key 9. Select your desired output by pressing Color Start or B/W Start Stapled Sets 10. Place original Face Up in document feeder 11. Select Staple Sort 12. Select 1 Staple, 2 Staples, or Stapleless Staple (if applicable) 13. Press OK 14. Select number of sets with the On Screen 10-key 15. Select your desired output by pressing Color Start or B/W Start

7 PAPERCUT SCANNING & GOOGLE DRIVE PaperCut Integrated Scanning 1. To use the PaperCut scanning, which supports both Scan-to-Me via and Google Drive, simply press the Scan button on the PaperCut features screen 2. Choose your destination of choice, or Google Drive: 3. To send the scan with the default options, simply press the Start button. Scanning defaults Scans use the following defaults: Color PDF file One sided scanning Letter size original 300 DPI resolution File named with your username and date/time Simply press the Start button to accept these defaults, or press the Settings button to change any of the default scan settings. Changing the Default Settings 1. Press the highlighted box next to Filename to use enter your own file name. 2. Press the Settings button to change scan settings. 3. Change any of your desired document settings, such as choosing 2-sided scanning, or a different page size. 4. Press Start to complete your scan. Special Note - Google Drive Scanning The first time you use the Google Drive scan feature at any MFP, the system will send you an with instructions for connecting your Google Drive to PaperCut scanning. Your jobs will not arrive in Google Drive until this procedure is completed (just once, then works for all MFPs in the district).

8 SCANNING - BASICS Scanning a document via or Face Down on glass 2. The destination will be defaulted to your address automatically 3. Press Start button 2-sided Scan 2. Select Original 3. Select 2-sided Booklet, OK 4. The destination will still be defaulted to your address automatically 5. Press Start button Add a Filename 2. Press the File Name text field 3. Press the Direct Entry button 4. Enter your desired File Name using On Screen Keyboard or Pull-Out Keyboard beneath the touch panel 5. Press Ok 6. Press Start button

9 SCANNING OCR & MS OFFICE FORMATS Enable OCR on a PDF Scan 2. Select File Format 3. Check OCR, OK 4. The destination will still be defaulted to your address automatically 5. Press Start button Scan as a Word/Excel/PowerPoint Document 2. Select File Format 3. Select (DOCX, XLXS, PPTX), OK 4. The destination will still be defaulted to your address automatically 5. Press Start button

10 SCANNING SEND TO ANOTHER PERSON By default, the MFP will set the scan destination to your own address. This is called Scan to Me. To share the scan with another person, most will choose to forward the from their desktop. This should be done when sending information outside of your organization. If desired, you can send from the MFP to another employee directly. SEND TO AN ADDITIONAL RECIPIENT or Face Down on glass 2. The destination will be defaulted to your address automatically 3. To add another recipient, press Global Address Search 4. Enter the first few letters of the recipient s name 5. Press Search 6. Choose the desired recipient 7. Press the + button 8. Press Start button to send the scan SEND TO A DIFFERENT RECIPENT or Face Down on glass 2. The destination will be defaulted to your address automatically. 3. To remove yourself, press the X button next to your address. 4. To add different recipient, press Global Address Search 5. Enter the first few letters of the recipient s name 6. Press Search 7. Choose the desired recipient 8. Press the + button 9. Press Start button to send the scan

11 PRINTING - BASICS 1. From the Print command select Printer Properties 2. To change Color options, stay on the main driver page and select the Color Mode drop down menu and select Automatic or Black and White 3. To choose paper from a specific Paper Tray or Paper Type select the Paper Source page and choose the appropriate dropdown on the left.

12 PRINTING - BASICS 4. To configure Staples (when available) Stay on the Main driver page and select the staple dropdown on the right. Or the Finishing page and choose the Staple option on the left. 5. To configure Hole Punch (when available) Select the Finishing page and chose the hole punch option from the dropdown menu. 6. When all options are configured to your specifications select OK at the bottom and proceed to print.

13 PRINTING ADVANCED FUNCTIONS Include a custom Watermark 1. Open the print dialog by pressing Properties or Preferences in the application. 2. Select the Stamp tab 3. Under the Stamp field, select Watermark and press the Settings button to the right. 4. You may select from a list of preset watermark text options or type in your own custom watermark 5. Within the preview pane you my interactively move the position of the watermark as well as define the size and angle. 6. Press OK, OK, then Print Define Cover and Insert pages 1. Open the print dialog by pressing Properties or Preferences in the application. 2. Select the Inserts tab 3. Under the Insert Positions you may select First Page, Other Page or Last Page 4. For each Insert Position you may define the Paper Tray, Paper Type and Printing Method of 1 or 2 Sided. 5. The Other Page setting is designed for inserting pages where you may define which page or range of pages should have special print settings. 6. Press OK, OK, then Print

14 PRINTING SECURE PRINT When printing directly to a desktop printer or multifunctional device, the job will print to the output tray as usual. Additionally, all users will have access to a FollowMe queue that is highly recommended. Jobs sent to FollowMe are held securely on the print server, up to 24 hours, until the user releases them at any MFP (or printer with a release station) of their choice. Waste is reduced as unclaimed jobs are not printed, and security is improved when prints are not sitting unattended in output trays. SENDING A SECURE PRINT Print your job like normal, choosing SecurePrint as the printer from your list of available printers. RETREIVING YOUR SECURE PRINTS Simply log into any MFP. When you have FollowMe jobs waiting in your personal queue, you will see a notification on the login screen. Press the Print Release button to bring up the release menu. Choose the job(s) you d like to release and press the Print button.