Smith College Technology And Resource Adviser

USING A MULTI-FUNCTION DEVICE (MFD) TO PRINT FILES

Many Smith staff and faculty members now have the option to send their print jobs to a Multi-Function Device (MFD) located in their office area instead of their regular printer. This document explains how to install the software required to print using an MFD.

Macintosh users: Your installation steps are different from the ones below. Click here for your installation instructions.

All other faculty and staff should follow the steps in this document:

Installing required software
Entering your account code on a Windows computer
Entering your account code on a Mac
Using your MFD to print files

Questions or problems?

Installing Required Software

Before you can print using an MFD, you must first install the appropriate printer driver and the iPrint software client by following the steps below.

Faculty Mac users: Click here for special installation instructions.

Firefox for Windows users: If you have any difficulties completing this process in Firefox, try using Internet Explorer instead.

Click on the appropriate link to go to the printing page for your department's Novell server. Note that the printing page will open in a separate window.

Admin1:	http://admin1.smith.edu/ipp
Admin2:	http://admin2.smith.edu/ipp
Admin3:	http://admin3.smith.edu/ipp
Admin4:	http://admin4.smith.edu/ipp
Facserve:	http://facserve.smith.edu/ipp

Click on the name of the MFD you wish to use for printing.
If prompted, enter your Novell username and password in the login box.
If either the printer driver or the iPrint program are not yet installed on your computer, you will see the following message:
If you wish to make the MFD your default printer, click in the check box beside "Set printer as default."
Click Yes to begin the installation.
The Novell iPrint Client Printer Installation Status window will open and display the progress of the installation.
When the installation is complete, the window will close automatically.
Mac users only: If your department uses account codes, or you see a "missing PPD file" error:
1. Go back to step 1 and re-open the iPrint window for your server.
2. Click on the Install iPrint Client link in the upper right, shown below:
3. IMPORTANT! When the installation is complete, close your browser window and proceed to step 10.
All users: If your department uses account codes, follow the appropriate steps below to enter your account code on a Windows or Macintosh computer.
If your department doesn't use account codes, you're all done. Proceed to the instructions for using your MFD printer.

Entering an Account Code on a Windows Computer

If your department uses account codes (the 4-digit number you enter to make copies using the MFD), follow these steps to enter and save your account code for printing:

Go to Start/ Settings/ Printers and Faxes.
Right-click on the name of your MFD printer and select Properties.
Click on the Configuration tab, then on the Accounting button. The Accounting dialog box will open.
Xerox 4260:
1. Under Accounting System, choose Xerox Standard Accounting or Auditron.
2. Under Accounting Prompt, choose Do Not Prompt.
3. In the Default User ID field, enter your 4-digit account code.
4. If you see Default Account Type, choose Default Group Account.
5. Leave the Default Account ID field blank.
Xerox 5638 & 5665:
1. Under Accounting System, choose Xerox Standard Accounting or Auditron.
2. Click on the Use Default Accounting Codes radio button.
3. In the Default User ID field, enter your 4-digit account code.
4. If you see Default Account Type, choose Default Group Account.
5. Leave the Default Account ID field blank.
Xerox 7232 & 7345:
1. Under Accounting System, choose Send Account ID Only.
2. Click on the Use Default Accounting Codes radio button.
3. In the Default User ID field, enter your 4-digit account code.
Click OK.

Entering an Account Code on a Mac

If your department uses account codes (the 4-digit number you enter to make copies using the MFD), follow these steps to enter and save your account code for printing:

Open Microsoft Word.
Click on File / Print.
Choose your MFD printer from the drop-down menu.
Click on the up-arrow next to the printer name to display more options in the print dialog box.
In the Copies and Pages drop-down menu, choose Accounting.
For Accounting System, choose Xerox Standard Accounting or Auditron.
Click on the Use Default Accounting Codes radio button.
In the Default User ID box, enter your 4-digit account code.
Be sure to save this setting! At the top, in the Presets item, click on the drop-down menu next to Standard and choose Save As.
Give your preset a name, then click OK.

Using your MFD to print files

Once the printer driver and iPrint are installed, the MFD you selected will appear in the list of printers you see when you try to print from any application. If you made it your default printer, it will be selected automatically when you initiate a print job.

If you attempt to print using your MFD before it is fully installed, you will see the message below. Just choose a different printer from your list.

Note that it's easy to change your default printer at any time:

Go to Start /Settings /Printers and Faxes.
In your list of printers, your current default printer will have a small checkmark icon beside it, as shown below:
Right-click on whichever other printer you wish to be your default printer, and choose Set as Default Printer from the pop-up menu.
Close the Printers and Faxes window and you're all set.

Questions or Problems?

If you have any questions about:

The instructions on this page or the printer drivers, call the User Support Center at x4487.
Using your MFD for copying or printing, check the information card posted on the device and/or the Xerox support page for your specific model:

WorkCentre 4118
WorkCentre 4260x
WorkCentre 5638 & 5665
WorkCentre 7232P
WorkCentre 7345P
6180MFP

If you are unable to find the answer to your question or need to report a hardware problem, call the CBS support line: 413-533-8140, x1156 or x1108.

CBS logo
CBS (Connecticut Business Systems, our MFD vendor) is open Monday through Friday from 8:00 AM to 5:00 PM.