Printers (Xerox) in UT buildings

Using the printer

You have to register your student or employee card with the printer system in order to be able to use the MFPs. Scan your card on the printer (not in the payment terminal) and the printer will scan instructions for you. See the manual section below for details.

Employee rights for students

Students can be given employee rights for the use of MFPs. This means that the faculty is responsible for the costs that you incur. You are then not restricted to the employee MFPs and you can also use your faculty's MFPs. You can submit a request for this to the person responsible for this (tutor or manager). This person can, by requesting the ict contact person (of the own organization), organize print rights for you. These print rights are valid for one year. After a year the rights can be requested again.

New paper

The faculty itself is responsible for keeping the machine topped up with paper. All printers have the same tray layout:

• tray 1 is for A3 white paper;
• tray 2 is for UT letterhead or pre-printed paper;
• trays 3 and 4 are for A4 white paper;
• tray 5 is for different paper sizes and types.

Request a new printer

The request for an additional printer has to be approved by the Director of the faculty or service. You can make a request by contacting the Service desk ICT.

Employees 

Employees can use their employee card for printing. The MFPs are paid by your unit. In addition to a fixed monthly amount, there is a payment for each printout, scanning is free of charge. The unit receives lists of the copies that have been made. 

Students

Students get 125 printing units to use at the MFP. This budget is for the entire study period. However it is possible to increase the print quota through the following website https://printquota.utwente.nl. (Accessible via UTnetwork or with VPN). Scanning is free of charge.

Costs for printing/copying - in printing units

Costs for printing/copying - in cent*

• one-sided A4 black and white print or copy costs €0.03.
• double-sided A4 black and white print or copy costs €0.06.
• one-sided A3 black and white print or copy costs €0.04.
• double-sided A3 black and white print or copy costs €0.08.
• single-sided A4 color print or copy costs €0.05.
• double-sided A4 color print or copy costs €0.10.
• single-sided A3 color print or copy costs €0.06.
• one double-sided A3 color print or copy costs €0.12.

*The costs in print units and cents differ slightly. These differences are caused by rounding to whole cents. Therefore, use this table only as an indication.

You need the following to use any (student) MFP on campus:

• UT ICT account;
• RFID card, e.g. activated employee card or student card. One time activation required, see the manual section or scan your card at the printer to get a sheet with instructions.
• Computer with a working Internet connection.

If a card is lost/stolen, follow the same procedure as the procedure when the first card was activated.

Printing rights on your card

You can use the printers as soon as you have registered your RFID card. You can also use your employee rights as soon as these have been assigned to you.

New printers

After request of an MFP, there is a 6-week delivery time. You can use the printers as soon as you have registered your RFID card.

All MFPs are managed by Xerox. When error messages or faults are raised, these are automatically reported. This can vary from error messages to the replacement of cartridges. The fault will then be rectified as soon as possible.

For further support, use the Self Service portal and the manuals. Should you have any other questions or should a fault occur, please contact the Service desk ICT.

Xeros shops in UT buildings offer advanced printing services. Not all products/services are available on all locations.

Carré building (at hal B entrance)
(053) 489 24 85
xeroxcarre@utwente.nl

Bastille
Drienerlolaan 5
(053) 489 4215
unionshop@union.utwente.nl

ITC building (off campus)
Hengelosestraat 99
(053) 487 43 87
geerdink@itc.nl

This is a manual for registering the student or employee card to enable printing at the UT. The type printers on which a USB-stick can be printed that way are:

• Xerox 7535
• Xerox 7556

BEFORE YOU START

• This manual uses a consistent style of writing: references to text and buttons on screens are printed in italics, information that you have to enter yourself is printed in bold.  

You need the following:

• a student / employee card
• a computer with internet connection to log on.

STEP 1: SCAN COLLEGE-/STAFF CARD

• Go to a Multi Functional Printer at the UT.
• Hold your card above the RFID scanner until the red light lights up.The RFID scanner is indicated in the illustration below with the blue circle.

• A document with a code is printed. Take that code to your computer

STEP 2: LOG ON TO THE PRINT PORTAL

• https://printportal.utwente.nl
• Please enter your student number (e.g. s0123456) or employee logon name (e.g. GoghV; you can check the logon name at tap.utwente.nl > view account > Username).
• Enter the password of your domain account at password.
• Click log on.

STEP 3: REGISTER COLLEGE-/STAFF CARD

• Click Card Registration tab.
• Enter the code printed by the printer at Registration code.
• Click Submit.

Your card is now successfully registered. Follow the same steps for the registration of a new card. This overwrites the registration of your previous card. Only one card per person can be registered at any time.

The printer is already installed on UT workstations (laptop or desktop with Windows). When printing your document, select the 'Follow me' printer from the list of available printers. 

On the printer, scan your employee card and use the red 'Cirrato/follow me' button to see all documents sent to the printer. C

Installation follow-me printer

Step 1: Making connection

• Open the start menu on the bottom of your desktop.
• Type \\printservice.utwente.nl\follow-me and press Enter.

Step 2: Log in

A new screen Windows Security appears.

• At username, type AD\ followed by your student number (e.g. s0123456) or employee login name (e.g. GoghV; you can check the logon name here > view account > Username).
• Enter your password.
• Click OK.

Step 3: Download driver

The printer is now being installed. This could take a few minutes. As soon as the next window appears, installation is complete. You can close this window.

Step 4: Printing

Select printer Follow-Me on printservice.utwente.nl for printing on the Xerox MFPs.

These are instructions for Xerox Multifunctional printers (MFP). To print more from your own computer to a MFP of the UT the printer must be installed. These instructions explain how to do that.

These instructions were written for Mac OS 11.6.2 or higher. The steps for earlier editions of Mac OS are virtually identical, but the illustrations could differ slightly. Make sure no Follow-Me printer is already installed.

Installation follow-me printer

Step 1: Drivers

• Download the drivers here (select your operating system from the list).
• Install the drivers following the wizard.
• When at step Select Printer, click Continue.
• Click Continue in the top of the screen.
• Finish and close the wizard.

Step 2: Print and scan

• Open System Preferences.
• Click Printers & Scanners.

Step 3: Add printer

• Click the + sign.
• Click Add Printer or Scanner…

Step 4: Toolbar customization

• Right-click the toolbar.
• Click Customize Toolbar.

Step 5: Advanced

• Drag Advanced to the toolbar.
• Click Done.

Step 6: Internet printing protocol (https)

• Click Advanced.
• Next to Type select Internet Printing Protocol (https).
• Next to Device select Another device.
• Next to URL enter: https://printservice.utwente.nl/printers/follow-me/.printer
• Next to Name enter: Follow-Me.
• Next to Location enter: UT.
• Next to Use click Select Software.
• Select Xerox WorkCentre 7835.
• Click Add.

Step 7: Finisher

Select Office Finisher LX at Finisher and click OK.

When printing for the first time on the Follow-Me printer, your credentials are required.

• Next to Name enter your UT email address.
• Next to Password enter your password.
• Check Remember this password in my keychain.
• Click OK.

This manual describes how to set up the follow-me printer after you have changed your password.

BEFORE YOU START

• This manual is based on the knowledge that the printer has been setup before. There is a different manual for setting up the printer for the first time.
• This manual was written for Mac OS X 10.9 or higher. The steps for previous versions might be slightly different.
• This manual uses a consistent style of writing:
  • references to text and buttons on screens are printed in italics,
  • information that you have to enter yourself is printed in bold.  

STEP 1: CLEAR THE QUEUE AND REMOVING THE PRINTER

• (Optional) If you see a bouncing printer icon on your taskbar, click on it to open the printer screen. You will most likely see a message saying: “Hold for authentication” make sure to delete the prints that are waiting in queue for you here by clicking the cross icon in the end of the row. If there are no prints waiting here you can skip this step.
• Press CMD + Space (or click the magnifying glass in the top right of your screen) and type Keychain (the box will automatically fill in the rest of the word keychain when you start typing. In Dutch this option is labelled “sleutelhanger toegang”. Press Enter to confirm.
• Make sure to select “All items” in the keychain window.
• Search the list for the option Follow-me (blue icon) in the category ‘Network password’.
• Right mouse click or CTRL + click this entry and select: Delete “Follow-me”, confirm this action by clicking Delete.

STEP 2: RE-INSTALL THE PRINTER

• Open a program like Microsoft Word or TextEdit and type some text.
• Press CMD + P or click the print icon.
• Make sure to select the Follow-me printer and select Print.
• You will see a popup-screen. Make sure that ‘Connect as’ is set to ‘Registered user’ (default).
• In the username field type AD\ followed by your studentnumber or AD account (e.g. AD\s0123456 or AD\GoghV).
• In the password field type your UT password and make sure to select the option ‘Remember this password in my keychain’.
• Click OK.
• A bouncing printer icon with a red ringed (1) will appear on your taskbar.

If the printer icon disappears after a few seconds, the settings where changed successfully. If this is not the case start again with step 1 of delete the printer completely and follow the manual for installing the printer for the first time. You can start this manual at step 3, and skip to step 6 after this.

The manual for installing the printer for the first time can be found just above this manual.

Install follow-me printer

Step 1: Open printer settings

• Go to the Dash.
• Enter Printers.
• Click Printers.

Step 2: Add new printer

• Click Add.

Step 3: Authentication

• Under Devices > Network Printer select Windows Printer via Samba.
• At smb:// enter printservice.utwente.nl/Follow-Me
• Select Set authentication details now.
• At Username: enter AD\ followed by your student number (e.g. AD\s0123456) or employee logon name (e.g. AD\GoghV).
• At Password enter your corresponding ICT account password.
• Click Forward.

Step 4: Choose driver

• Select Provide PPD file.
• Click the folder icon next to (None).

Step 5: Select .ppd file

• Browse to the location where you have stored the .PPD file
• Select the file.
• Click Open.

Step 6: Choose driver

• Click Forward.

Step 7: Installable options

• Set Input Trays to 5 Trays.
• Check Job Storage.
• Click Forward.

Step 8: Describe printer

• At Printer Name enter Follow-Me.
• At Description enter Follow-Me.
• Click Apply.

Step 9: Properties

• Right-click the Follow-Me printer icon.
• Click Properties.

Step 10: Printer options

• Select Printer Options.
• Set Paper Size to A4.
• Set Input Slot to Tray 3.
• Set 2-sided print to 2-sided Print, Flip on Long Edge.
• Click OK.

You are now ready to print.

These are the instructions for printing from a USB stick on a Multifunctional printer (MFP).The type of printers to which a USB stick can be printed are:.

• Xerox 7535
• Xerox 7556

N.B.: The Xerox MFPs print from a USB-stick only PDF files and JPEG illustrations, therefore no Office documents (DOCX, XLSX, PPTX).

Ensure the USB-stick is formatted FAT or FAT32 and not NTFS.

Printing from a USB-stick

Step 1: Scan college-/staff card

• Hold your card above the RFID sign until the red light lights up.

Step 2: Select document

• Place the USB stick in the operating panel.

.

Step 3: Printing from USB

• Press Print from.

Step 4: Print the document

• Select the document you want to print from the USB stick.
• Press the green start button.

You can print all popular document formats, including Microsoft Office and PDF by sending an e-mail (with a document attached) to mobile-print@utwente.nl.

STEP 1: PLACE THE BOOK

• Place the book on the glass top (see image below).

STEP 2: TAB COPY

• Select at the tab Copy at which format you want to copy your book pages (e.g. A4).

STEP 3: TAB LAYOUT ADJUSTMENT

• Open tab Layout Adjustment
• Select option Book Copying...
• You can select your preferences (copying only the left, only the right or both pages).
• Press the green button to copy.

These are the instructions for printing on pre-printed paper on a Multifunctional printer (MFP). These instructions are suitable for the Xerox 7500 models.

BEFORE YOU START

• These instructions were written for Windows 7 and Office 2010. The steps for the operational systems and programmes are virtually identical, but the illustrations could differ slightly.
• Make sure the pre-printed paper is placed in drawer 2 (lade 2) of the MFP.
• This manual uses a consistent style of writing: references to text and buttons on screens are printed in italics, information that you have to enter yourself is printed in bold.
• When using Word, make sure Page Setup is always set to Automatically Select.
  • Go to File > Print > Page Setup.
  • In the tab Paper, under Paper source select Automatically Select twice.

You need the following:

• An activated staff card or college card if you have not yet activated it on the MFP, do so first. How to do this is described in 'One-time card registration' (scroll up)

Choose one of the following options:

• Print the entire document on pre-printed paper.
• Print the frontpage only on pre-printed paper.

STEP 1: PRINTING FILE

• Click File tab.

STEP 2: PRINTER PROPERTIES

• Click Print.
• Select printer Follow-Me on printservice.utwente.nl.
• Click Printer Properties (in other programmes also Preferences).

STEP 3: PAGE SETTINGS

• Click the arrow next to the Paper field.
• Click Other Type.
• Click Pre-Printed.
• Click OK.

You have successfully configured the printer to print your entire document on pre-printed paper. You can now print your document.

At the printer:

• Ensure that the pre-printed paper is A4 format.
• Place the pre-printed paper you want to use in tray 2 of the printer.

These are the instructions for printing on pre-printed paper on a Multifunctional printer (MFP). These instructions are suitable for the Xerox 7500 models.

BEFORE YOU START

• These instructions were written for Windows 7 and Office 2010. The steps for the operational systems and programmes are virtually identical, but the illustrations could differ slightly.
• Make sure the pre-printed paper is placed in drawer 2 (lade 2) of the MFP.
• This manual uses a consistent style of writing: references to text and buttons on screens are printed in italics, information that you have to enter yourself is printed in bold.
• When using Word, make sure Page Setup is always set to Automatically Select.
  • Go to File > Print > Page Setup.
  • In the tab Paper, under Paper source select Automatically Select twice.

You need the following:

• An activated staff card or college card if you have not yet activated it on the MFP, do so first. How to do this is described in 'One-time card registration' (scroll up)

Choose one of the following options:

• Print the entire document on pre-printed paper.
• Print the frontpage only on pre-printed paper.

STEP 1: PRINTING FILE

• Click File tab.

STEP 2: PRINTER PROPERTIES

• Click Print.
• Select printer Follow-Me on printservice.utwente.nl.
• Click Printer Properties (in other programmes also Preferences).

STEP 3: PAGE SETTINGS

• Click the arrow next to the Paper field.
• Click Other Type.
• Click Automatically Select.

STEP 4: DOCUMENT OPTIONS

• Click the Document Options tab.
• Click the Special Pages tab.
• Click Add Covers (icon with green front page).

STEP 5: ADD COVERS

• At Cover options select Front Only.
• Click the arrow next to the Front Cover Paper field.
• Click Other Type.
• Select Pre-Printed.

STEP 6: SIDE 1

• Click the 2^nd arrow under Front Cover Paper.
• Select Print on Side 1.
• Click OK.
• Click OK.

You have successfully configured the printer to print only the front page of your document on pre-printed paper. You can now print your document.

At the printer:

• Ensure that the pre-printed paper is A4 format.
• Place the pre-printed paper you want to use in tray 2 of the printer.

This is a manual for scanning on a Multifunctional printer (MFP). The manual is suitable for Xerox type models:

• 7535
• 7556

BEFORE YOU START

• Scanning on a MFP gives several possibilities. The manual consists of three parts: These three parts describe how:
  • to scan and send the document to the personal home directory. For employees this is the M disc and for students the P disc
  • to scan and send the document to your email address
  • convert scans into another format
• Students and visitors must use a chip to use the MFP
• If your aim is to process text, it is useful to change settings to Searchable pdf. This is not the standard setting and you will have to set it yourself in advanced settings. How to do this is described in part 3 of the manual.
• This manual uses a consistent style of writing: references to text and buttons on screens are printed in italics, information that you have to enter yourself is printed in bold.

You need the following:

• An activated staff card or college card if you have not yet activated it on the MFP, do so first. How to do this is described in 'One-time card registration' (scroll up)
• A computer

STEP 1: WORKFLOW SCANNING

• Scan the activated card on the RFID reader.
• Open the flap on the MFP and place the document to scan on the scanning plate. Close the flap.
• Press Workflow Scanning on the start screen of the MFP.

STEP 2: HOMEDIRS

• Press HomeDirs.

STEP 3: SCANNING

• Press the green start button.

The scan is sent directly to the personal Home Directory . In the Home Directory a file is then created XeroxScans. All scanned documents are placed in it.

STEP 4: FIND DOCUMENT IN THE PERSONAL HOME DIRECTORY .

• Go to Computer.
• Click left on the screen on Home Directory. For students it is the P disc, your student number will be there. Attention: if your work on your own computer make sure your computer is connected with the Home Directory or P disc.
• Click on file XeroxScans. You can find your scans in that file, sorted by date.

STEP 1: SCANNING TO EMAIL

• Place your chip in the chip reader machine (students and visitors).
• Scan the activated card on the RFID reader.
• Press E-mail in the main menu.

STEP 2: SCANNING TO EMAIL

• Select your own name at To.

STEP 3: SCANNING

• Press the green start button.

It is possible to set preferences when sending the mail. You can do that by pressing the possibilities at the bottom of the screen above.

This is a manual for scanning on a Multifunctional printer (MFP). The manual is suitable for Xerox type models:

• 7535
• 7556

BEFORE YOU START

• Scanning on a MFP gives several possibilities. The manual consists of three parts: These three parts describe how:
  • to scan and send the document to the personal home directory. For employees this is the M disc and for students the P disc
  • to scan and send the document to your email address
  • convert scans into another format
• Students and visitors must use a chip to use the MFP
• If your aim is to process text, it is useful to change settings to Searchable pdf. This is not the standard setting and you will have to set it yourself in advanced settings. How to do this is described in part 3 of the manual.
• This manual uses a consistent style of writing: references to text and buttons on screens are printed in italics, information that you have to enter yourself is printed in bold.

You need the following:

• An activated staff card or college card if you have not yet activated it on the MFP, do so first. How to do this is described in 'One-time card registration' (scroll up)
• A computer

STEP 1: SET PREFERENCES

• Press menu Filing Options.
• Press the button under File Format.

STEP 2: SELECT FORMAT

• Choose the format you wish to use.
• Press the green start button.

For the Xerox printers, you do not login with your email address. As user name, please use AD\<username>, e.g. AD\GoghV. Make sure you use capitalised AD letters. If you do not know your username (usually last name and initials), please check tap.utwente.nl. 

Paper can be restocked by the facility department of the building that houses the printer. When the paper in a student printer runs out, you can report the issue at the building’s reception desk. The people there can restock the paper. The secretary desks can order more paper for employee printers.

Check the paper size before you start printing Always select A4 or A3.  

• Click the “Follow Print” button.
• Select the right document.
• Click the Info button on the screen.

The printer will be rebooted every morning around 6:00. This process erases all pending documents.

You have probably selected the wrong paper size for the document you wanted to print. Check whether this is causing the problem: Whenever possible, use A4 or A3 size. Try to avoid the Legal or Letter options. You can do so using the print menu of the file you wish to print. 

• Click the “Follow Print” button.
• Select the right document.
• Click the Info button on the screen.

Students can be given employee rights for the use of MFPs. This means that the faculty is responsible for the costs that you incur. You are then not restricted to the employee MFPs and you can also use your faculty's MFPs. You can submit a request for this to the person responsible for this (tutor or manager). This person can, by requesting the ict contact person (of the own organization), organize print rights for you. These print rights are valid for one year. After a year the rights can be requested again.

In the print menu, select the option to print multiple pages on a single piece of paper and make sure to always use two-sided printing.

Students do not have a home directory, so they cannot use this feature. You can select USB as an alternative destination. Employees can check whether their user account has been set up on the AD domain by clicking the “Scanning Workflow” button. Here, you can also select USB as an alternative destination. You can verify whether your account information is correct by clicking the “Email” button.

Check your USB drive:

• Not all USB drives are compatible with these printers. It is advisable to use USB drives that employ the FAT32 standard.
• Does your USB drive have a locking system?
• USB drives with partially locked systems (hidden) can also cause issues.

Check the files you wish to print: 

• You can print files with the following extensions: pdf, Pcl6, PS, Pl5, ASCII, jpg, TIFF, xps. You cannot print Office files.
• Some PDF files are encrypted and cannot be printed.
• Some PDF files are damaged, e.g. because they were created using a non-original version of PDF software.
• Some images are damaged and cannot be printed.

Test whether the printer is working correctly:

• Format your USB drive using the FAT32 standard, copy the files onto the drive and try again.
• Try to print a PDF file you already printed once before.

You can print in the Xerox Reproshop, located in the Bastille and Carré buildings.

Not all printers work for students. Student printers can be recognised by the payment terminal next to the printer. Locations for student printers:

• Bastille - Ground floor (project area)
• Carre - Next to room C4625
• Carre - Next to room C4021
• Carre - Next to room C4282
• Citadel - Main entrence (next to the coffee machine)
• Cubicus - Next to room B205
• Cubicus - Next to room B300VI
• The Gallery - DesignLab
• ITC-hotel (only for guest of the hotel) - Ground floor in the hall
• Horst complex / Oosthorst - Next to room OH105
• Horst complex - Next to room C107
• Horst complex / Noordhorst - Next to room NH202e (next to the coffee machine)
• Horst complex / Horst tower - Next to room T800VA
• Ravelijn - Studielandschap 1st floor
• Spiegel - Opposite room 102A (near the stairway)
• Technohal - PTR 063 ground floor next to the open study places and on the second floor next to TL2107. 
• Vrijhof - Second floor (above Service Desk)
• Vrijhof - Library
• Vrijhof - Library
• Zilverling - Next to room A126
• Zilverling -  Room A220

125 printer units. More information about costs and quota, see Costs (above).

Yes through the following website: https://printquota.utwente.nl

You can log into the website https://printquota.utwente.nl using your domain account to consult your print budget. See the costs section above for costs per page.

This error is displayed when your quota is insufficient to print the file in question.

For printer problems about payment and/or quota please contact: Xerox Service Desk:  

xos@support.xerox.com, telephone number: 0346-255255 For technical or print problems please contact the Service Desk ICT.

No.