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TOSHIBA BUSINESS SOLUTIONSGwen Dick 303-262-5815gwen.dick@tbs.5540c, 3040c, 2040c Series Color Cheat SheetPLACE COPY FACE UP IN DOCUMENT FEEDER AND FACE DOWN ON GLASS, MACHINE WILL AUTO SORT IF USING THE DOCUMENT FEEDER.FULL COLORSelect to copy all pages in color. Processed black for pages with black print. All are charged as a color copy.BLACKSelect to copy all pages in Black.AUTO COLORChoose to copy some pages in color and some in black. Machine auto reads each page to determine if page is in color or black/white.REDUCTION AND ENLARGEMENTSelect Zoom 100% ORG→COPY-Use one touch preset buttons. UP and Down buttons allow for manual adjustments in 1% increments-Specify both Original and Copy size and machine will automatically fit page to selected size paper-Select Photo Zoom to enlarge standard size photos to standard paper sizesMIXED ORIGINAL SIZESChoose to copy different paper sizes as one job (ex, Legal/Letter)Select Zoom, Select Mixes Size in the Original ColumnDUPLEXINGChoose 2 Sided 1→1 SIMPLEX Button2→1 DUPLEX – 1 sided originals as 2 sided copies2→1 SPLIT – 2 sided originals as 1 sided copies2→2 DUPLEX – 2 sided originals as 2 sided copiesBook→2 (copies book on glass ending 2 sided)Select which side of book you will begin copying and which side will be the last page—(ex. Right→Left – choose based on book as you are looking at it before you place it in the glass)Open book and place in glass with orange line as center for bookPress start to scan 1st pageTurn the pages and place on glassPress start to scan next pagesSelect Copy Final Page Press Start to finish copy (*Press Finished rather than Copy Final Page if both pages are desired as last pages.)FINISHING OPTIONSSelect FINISHINGSORT for copies to be collated (Machine will auto sort when using the document feeder unless Function Clear Button has been pressed)STAPLE positions based on how original is placed and how paper drawer is setROTATE SORT if paper drawers have Letter and Letter R paper. Each set will be rotated to collate. (Useful if finisher has not been purchased)MAGAZINE SORTPlace letter sized originals in consecutive order in document feeder.Select paper size for magazineSelect Finishing buttonSelect Magazine Sort under BindingPages will be put in order and fit to paper selected. Fold document in half after removing from finisher. Document will be in magazine form.MAGAZINE SORT & SADDLE STITCHSet pages for magazine sort (see above)Finished pages are folded and stapled in centerSADDLE STITCHFor documents preformatted. Pages are folded and stapledFOLDINGCenter fold will fold landscape pages in half. (LT-R, LG, LD)Magazine Sort & Center fold will put pages in order and fold up to 25 sheets for regular paper up to 24lb bond and 10 sheets for 25-28lb bond.HOLE PUNCHSelect for 3 hole punch on letter paperPlace paper in Letter R position in document feeder and paper drawer for 2 hole punch on the top.COPY QUALITYSelect ORIGINAL MODEOptions include: PHOTO to copy a photograph, TEXT for no pictures, TEXT/PHOTO for combined text and pictures, PRINTED IMAGE for publication originals, MAP for text on dark colored background, IMAGE SMOOTHING for black copy quality finer than the normal black mode.AUTO–Select hollow filled left arrow to lighten –Select filled right arrow to darkenPROOF COPYSelect to print 1 sample copy to check that settings are set correctly before starting a large copy job.PAPER DRAWERSChange the settings if paper drawer when size or type of paper in paper drawer has not been changed.–POP UP appears in some machines (Did you change the paper size?) YesMake sure that size, direction and type of paper is registered–If Pop Up doesn’t appearSelect User FunctionsSelect DrawerSelect correct drawer and paper size*Paper Type—Select for thicker paper (Up to 140# index as Thick 3 can be run through the paper drawer), covers, inserts, or special paper.BYPASS TRAYPlace paper in the bypass tray (Face Down for Letterhead)Select size of paper size on the copy side from screen that pops up*Paper Type – Select for paper other than plain paper (such as thick paper or transparencies)STOP A COPY JOBPress Stop and Memory Clear when it appears on touch panelOr Select Stop, Job Status, DeleteFUNCTION CLEARClears all setting to the default settingsINTERRUPTPress InterruptSet next originalPress StartWhen finished select INTERRUPT again to resume original jobJOB STATUSStatus of copy, print, fax jobs are displayedHighlight job and press delete to cancel a copy or print jobSelect delete when “delete ok” screen appearsPAUSEChoose to put a job in the print list in the “Wait” Status. The job is now paused and will not print even when its turn comes. Printing of the next job starts. To print job in “Wait” status: Select the desired job and press Resume. (*Must have 10 jobs in queue to move jobs)MOVING JOBSJobs need to be in the “Wait” Status to be moved. Select the paused job in the print list and then select Move. Select the position you want the job moved and it will come under the selected job. (*Must have 10 jobs in queue to move jobs.)RECOVERY INFORMATIONJobs that can’t be printed because of specified paper not available or some other reason will be skipped. Select Recovery information to resolve the Skip and follow the directions on the screen.EDIT FEATURESHighlight the feature and press ? to display information of feature.IMAGE SHIFTSelect to shift image right, left, top, bottom, bookSelect margin amount (12mm=1/2”)EDGE ERASESelect to erase edges of a document (12mm=1/2”)DUAL PAGEAllows facing pages of book to be copies 1 sided or 2 sided (also useful for copying checks or odd size originals from the glass)Choose 1 side to copy pages on 2 separate sheets of paperChoose 2 side to make duplex copies on 1 sheet of paperOpen book and place on glass centering on the orange linePress StartPlace next original and Press StartSelect Finished when completeCOVER SHEETSet paper drawer for Covers mode (see above at paper drawer) If no drawer is selected, the machine will select the bypass tray.Select EDITSelect CoversSelect desired cover sheet buttonPress StartWhen all originals gave been scanned Press Finished*Both Sided: If printing on both inside and outside of the front or back cover is selected, 2 sided copying must be selected from the basic screen.INSERT SHEETSet Paper drawer for Inserts mode (see above at paper drawer). If no drawer in selected the machine will auto select the bypass tray.Select EDITSelect Sheet InsertionSelect Copied of Blank for printed insert of blank sheetUse keypad to enter page numberSelect setRepeat step for page numbers as neededPress EnterPress Start*When COPIED is selected, a copied sheet is inserted into the specified page. When BLANK is selected, a blank sheet is inserted into the page before the specified page.TIME STAMPTime and date is printed on copiesPAGE NUMBERSelect to add page numbers to the copies. Choose where to place it on the page and the starting page number.JOB BUILDSelect to copy different settings for different pages within the same job.You can change from document feeder to the glass when copying, but not select different paper drawers.Select EDITSelect NEXTSelect Job BuildPress EnterSelect settings tor 1st part of jobPress StartChange settings for the next pagesPress StartContinue until all originals have been scannedSelect Job Finish to printIMAGE DIRECTIONWhen printing single sided documents to double sided in the landscape direction, select Image Direction to have both pages exit with a book binding (both pages open to the left not the top).OMIT BLANK SHEETSelect to omit printing a blank sheet of paper within a document.OUTSIDE ERASESelect ON when copying a book on the class or leaving the lid open. The portion of the glass not covered will not be black around the edges. Always leave the lid open when copying with this feature.IMAGESelect for advanced color adjustments and image settingsColor Balance YMCK – Select to increase or decrease amount of specific toner used for the image. Can adjust low, mid, and high tones.RGB Adjustment – Lighten or darken red, green, or blueONE TOUCH ADJUSTMENT – Warm, Cool, Vivid, Clear MarkerBACKGROUND ADJUST – Allow for adjustment of the density of original’s background. Press lighten or darken as needed.SHARPNESSMONO COLOR – All print or image in a solid colorSATURATION – Select to adjust level of density of color for image.PRINT BUTTONPROOFFor print jobs sent as proof from computerSelect proofHighlight job and select release to print or select deletePRIVATESelect for print jobs that have been sent with code from computer Select privateSelect your user nameTouch passwordType in password (numeric keypad is also available)EnterHighlight individual document or select allTouch release to printSETTING UP PRIVATE JOB AT COMPUTERSelect PropertiesSelect Private Print from the drop down menu under Print JobClick on the box with 3 dots next to private and enter password (can be alpha/numeric)Select OK, OK, OKPRINTING FROM USB (Must be PDF, Tiff, or JPEG format)Put the Memory Stick in slot on the front of the machineSelect the Print button Select USB in drop down menuSelect document to print*Touch Open if focument is in a folder and select document*Choose Setting for multiple copies, 2 sided, and staples.Select Print*DO NOT REMOVE USB WHILE JOB IS PROCESSINGSCANNING TO USBPress Scan ButtonHighlight USBSelect File Name for keypad to appear to type name. Press OK.Can change the file format to PDF, SLIM PDF (if full color), TIFF, JPEG*select Preview to view image of scan at the copy machine.Press green scan button*Select OK to accept scan of using preview screen of choose other optionse-FILINGThis allows storing and printing of documents stored on the hard drive of the copy machine. Documents can be scanned or printed into the Public Box or individual User Boxes. Documents can be viewed on the pc using the ip address of the copy machine and selecting e-filing on the Top Access screen. Documents can be combined and managed through E-filing at the computer.STORING DOCUMENTS IN E-FILING AT COPIERSelect STORAGE on the copier screen after finishing settings Store to E-filingPress Box/FolderSelect box to store documentPress OKPress Document NameSelect Clear at keypad and type name of documentPress OKPRINT THIS DOCUMENT? appears. Select Yes or NoPress green Start buttonSTORING DOCUMENTS IN E-FILING FROM COMPUTERSelect FileSelect PrintSelect PropertiesSelect Print Job tabSelect Store to E-filingChoose Box to store documentPress OK, OKPRINTING STORED DOCUMENTSPress e-Filing button on control panelSelect BoxSelect DocumentSelect Print to print 1 copySelect Settings for multiple copies – Put in copy count with keypad and select finishing options before printing. Then press Print,*(Select Open to view thumbnail of document on screen. Select specific page of document to print. Or select Return to print whole document.)CREATING UDER BOXESPress e-Filing button on control panelSelect Box SettingPress a blank boxSelect Box Name and type name*Password is optional (Type password, Select Set, Retype password)Press EnterSPACE AVAILABLE400 documents can be stored in a box or folder. 200 pages per document.27 GB for total e-Filing space.SCANNINGSCAN TO FILE – scanning to a shared fileSelect Scan*Scan Settings – Page 1: Options include Color Mode, Resolution, Original Mode for Photos, Rotation, Single/2sided Scan (Book or Tablet binding), Original Size for Mixed Sizes or size not auto detected.Page 2: Compression, Omit Blank Page, Outside Erase (scanning on the glass with the lid open), Page 3: Exposure, Contrast, Background Adjust, Sharpness.Page 4: Saturation, RGB Adjust.Select FileTouch File Name for keypad. Press OK. Time and date are options, too.Choose File format from drop down menu.Multi is default where all pages are 1 document or file. Single has each page as its own file.Press OK, Scan*Or Select Preview before you select Scan to view an image of the document on the screed. Select Continue to scan more pages. Press OK to accept scan.SCAN TO USBPress Scan ButtonHighlight USBSelect File Name for keypad to appear to type name. Press OK.*Select Preview to view image of scan at the copy machine.Press green Scan button*Select OK to accept scan if using preview screen of choose other optionsSCAN TO EMAILSelect Scan*Scan Settings – Page 1: Options include Color Mode, Resolution, Original Mode for Photos, Rotation, Single/2sided Scan (Book or Tablet binding), Original Size for Mixed Sizes or size not auto detected.Page 2: Compression, Omit Blank Page, Outside Erase (scanning on the glass with the lid open), Page 3: Exposure, Contrast, Background Adjust, Sharpness.Page 4: Saturation, RGB Adjust.Select Scan to EmailTouch File Name for keypad. Press OK. Time and date are options, too.Choose File format from drop down menu.Multi is default where all pages are 1 document or file. Single has each page as its own file.Press OK, Scan*Or Select Preview before you select Scan to view an image of the document on the screen. Select Continue to scan more pages. Press OK to accept scan.TEMPLATESScanning may be set up under templates. The template would include the address and settings as a preset.CHANGING TONERToner low message will appear when the toner level is still at 25%. That is still lots of toner. Touch Job Status and Toner to check the levels. You can wait until message appears Toner Empty, Replace Cartridge. If you change it before it is completely empty, you have to go in there to reset the counter. A screen pops up that says, “Replace Toner Cartridge”. Touch that screed and select “Yes” and then select the color you are changing.ONLINE TRAININGGo to copiers.. Under support and drivers, Select Interactive Training. Select your model. This is always available.PAPER JAMSRead message on the display to check the jam position. Look for the light green levers to release paper and pull gently.TURNING MACHINE OFFYou do not need to turn off the machine. It has power save auto enabled when delivered. It will go to low power when it hasn’t been used for a specified amount of time. That time can be changed. Or you can touch Energy Saver to put it in low power on demand.TOSHIBA FAXSENDING A FAXChoose FAX button on panelHighlight Preprogrammed Fax Number Or Use Keypad to enter numberPress Start*Select OPTION to change resolution, exposure, and set different paper size*Select ADVANCED, 2 SIDED SCAN for a 2 sided original (Fax is received as a single sided document)MANUAL GROUP SENDHighlight Preprogrammed Fax Number Or Use Keypad to enter numberSelect MultiRepeat above steps until all numbers are enteredPress Start*Touch DESTINATION to see review of all numbers selectedPROGRAMMED GROUP SENDTouch GroupSelect Name of GroupPress StartMONITOR/PAUSEUse when wanting to hear what is happening on phone lineTouch Monitor to hear JOB STATUSSelect FAX to see if fax is still waiting to be sentSelect LOG, SEND to see the status of past faxes that have been sentFAX SET UPUser FunctionsAdminTouch Password123456FAXSelect TERMINAL ID to add Name and Fax NumberReturnLIST/REPORTReport SettingCommunication Journal – Select Always of On Error for memory, direct and multi sends.PROGRAMMING FAX NUMBERS/EMAIL ADDRESSES AT COPY MACHINESelect User Functions ButtonSelect Address BookSelect an empty boxSelect EntryTouch First/Last Name and keyboard appears to add namesSelect EnterChoose Fax Number/Email addressUse keypad to add addressSelect Enter, Enter5540c, 3040c, 2040c, Key Operator Color SeriesCounterCounter, Total Counter, Print Counter. *Select Print Out Total Counter for a copy of the total counter list.Shut down machinePress POWER button until sound is heard and “shutdown in progress” appears on the screen. Confirm the ON/OFF lamp is not lit and then turn power off with the main switch if machine won’t be used for a long period of time.Power SaveMachine goes into Auto Power Save and then Sleep Mode automatically. Press ENERGY SAVER button for equipment to immediately enter sleep mode.Dept Codes at Copy MachineSelect Counter, Department Management, Touch Password, Use keypad to enter 123456, Select Dept Registration, Highlight Empty Box, Select Change, Type Name, OK, Use Keypad for numeric code, OK, Retype code, OK (*can put limits for color/black), OK, Return, Dept Management-Enable, (*Select NO LIMIT BLACK if dept codes are used for color only.)Select Print Out Dept Codes for account totals. Select Reset All Counters – Clear – Yes – AFTER printing out totals.(*Call trainer of service to disable codes for printing, scanning, and faxing.)Cleaning the Slit Glass and Main Charger (for color except 5540c Series)Clean the slit glass by using the wand inside the front cover. With the pad side down, run the wand back and forth where each of the blue arrows is under the toner and developer area. Do that 2-3 times. Repeat for each color and black. You may wipe the pad with a lint free cloth (not paper) to clean it off.Pull out the knob next to the blue arrows. Pull it way out a few times for each color and black. Please do this when the message “Slit glass cleaning and maintenance appears” and when you change any toner.Calibration for Color Machines (Not Fiery printing)User Functions, Admin, Password, 123456, General, Calibration, Copy, Calibration, Set printed test chart on the glass with the black boxes to the left, Press Start, Calibration, 600 dpi Print, Calibration, Set printed test chart on the glass with the black boxes to the left, Press Start.RegistrationUser Functions, Admin, Touch Password, Use keypad to enter 123456, Enter, General, Registration. (*helps prevent shadows when copying/printing in color)Job StatusSelect Job Status, Toner (shows current toner levels in copy machine)Online TrainingOpen Internet ExplorerGo to copiers. Under Support, Select Interactive Training ManualSelect your product line such as 4520 SeriesMisfeeds From Paper Drawers Always make sure that the paper in the drawer matches the same size as noted on the screed of the copy machine. LT is letter (8 ? x 11) in the portrait direction, LT-R is letter in the landscape direction, LG is legal (8 ? x 14), LD is ledger (11 x 17), ST is statement (5 ? x 8 ?).Setting Paper Drawer for Thick PaperSelect User Functions, User and Drawer. Make sure the correct size is selected. Then choose Paper Type. Choose Thick 1 for 90lb index and 60lb cover stock, Choose Thick 2 for 110lb index and 74lb cover stock, Choose Thick 3 for 140lb index and 93lb cover stock. The bypass tray also has Thick 4 which goes to 100-110lb cover.TOSHIBA TOP ACCESS FOR NEW COLORFind IP address at copierUser Functions, Admin, Touch Password, 123456, Enter, Network, TCP/IP, IP address.Open Internet Explorer and type in IP addressDevice TabView general info about copier such as toner availability, paper size and availability, paper jams. Alerts, etcJob StatusCheck for current jobs processing for copying, printing, and faxing. Deleting a job is an option in this screen. LogsView past print, copy, fax transmissions, and fax receptions.RegistrationRegister TemplatesAddress Book – Select to add fax addresses and email addresses. Select Add Address to add information. Highlight current address to edit.CounterSelect total count to view copy, print, and fax totals.Enable Department CodesSelect Login, User Name is admin, Password is 123456, LoginSelect Counter tabChoose DepartmentSelect NewType in NameType in Code*Can set limitation for full color of black/ maximum outputChoose Administration Tab at Top RightSelect SecurityDepartment Code ENABLEDepartment Code Enforcement STORE TO INVALID LISTPRINT (to print jobs that don’t have a valid code)DELETE (to delete from invalid jobs in Job Status)Choose what features will require a dept code to use. Enable or Disable.Exporting/Importing Department CodesLogin as Administrator, Select User Management, Export/Import, Select option such as Department Information (Small/Large Counter), Create New File, Double Click on File and Save.E-filingCan view, email and print documents stored in efile. Can Cut and Paste to build new document. Client CD has program to back up efile boxes.Set Up New Box (can be password protected) ................
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