Printing Guide

    Copier User Guide

    FAQ, Operating Procedures, & Troubleshooting Reference

    1. Printer Setup & Selection from Your Computer

    • Selecting the Correct Printer Option: When printing from your computer, change your destination printer from the legacy BCSD_Toshiba to the new BCSD-Ricoh option. Once selected, your computer will save it as the default choice for future print jobs. On Windows computers, the queue name is displayed as BCSDRicohWin or BCSDRicoh.

    • PaperCut Print Deploy Setup: On both Windows and Mac district laptops, printers are managed via the PaperCut Print Deploy Client. Sign in using your Google district credentials to refresh and connect installed printers.

    Figure 1.1: PaperCut Print Deploy Client on Windows showing installed BCSDRicoh printer.

    Figure 1.2: PaperCut Print Deploy Client on macOS with Google sign-in and system menu controls.

    2. Logging In and Out at the Copier

    • Scanning Badge or ID Entry: When you arrive at the Ricoh copier to release print jobs, make copies, or scan documents, you will see the PaperCut login screen. Scan your staff badge at the card reader, or enter your card/ID number manually if you know it.

    Figure 2.1: Ricoh Copier PaperCut login touch screen for badge scanning or ID entry.

    • Opening PaperCut Application if Not Displayed: If the PaperCut login screen is not open when you approach the machine, launch it by tapping the PaperCut MF icon on the copier home screen, or by clicking Login in the top-right corner.

    Figure 2.2: Copier home screen showing the PaperCut MF app icon and top-right Login button.

    • Logging Out: Always tap Logout in the top-right corner of the touch screen when you are finished using the copier to protect your account and print quota.

    3. Releasing Print Jobs, Scanning, and Copying

    • PaperCut Main Dashboard: Once logged in, the PaperCut dashboard presents three primary functions: Print release, Scan, and Device functions.

    Figure 3.1: PaperCut main user dashboard options (Print release, Device functions, Scan).

    • Releasing Held Print Jobs: Tap Print release to view and print your queued documents. Print properties selected on your computer—such as color vs. grayscale, double-sided printing, and copy quantities—will automatically be respected by the machine.

    • Scanning to Email or Google Drive: Tap Scan to access automated document scanning options, including Scan to My Email and Scan to Drive.

    Figure 3.2: PaperCut scan destination screen (Email and Google Drive options).

    • Making Physical Copies: To make copies, tap Device functions from the PaperCut screen. This redirects you to the copier home screen, where the Copy icon will now be active (before logging in, the Copy button is greyed out/disabled). Tap Copy to configure density, 2-sided options, and paper selection, enter your copy count, and press Start.

    Figure 3.3: Copier home screen prior to login — Copy icon is disabled/greyed out.

    Figure 3.4: Copier home screen after tapping Device functions — Copy icon is enabled.

    Figure 3.5: Copier physical copy settings screen (Quantity, Color, Duplex, Finishing).

    4. Copying Best Practices, Collation, and Sorting

    • Recommended Workflow for Large Sets: The most efficient way to make multiple copies is to print a single copy from your computer first, check the formatting, and then use the copier's built-in Copy function to produce the remaining copies.

    • Chromebook Collation Workaround: The Collate checkbox in Chrome OS when printing from a Chromebook does not function reliably due to a long-standing system bug. To ensure multi-page print jobs are sorted correctly:

    📌 COPIER SORTING PROCEDURE: 1. On the physical Copier touch screen, scroll down to Finishing.

    2. Select Sort/Stack.

    3. Change the setting from Off to Sort.

    5. Troubleshooting PDF Printing & Canva Scaling (Print as Image)

    • Understanding PDF & Canva Printing Failures: Many PDFs downloaded from the web (especially sites like TeachersPayTeachers) contain invalid embedded fonts or corrupt vector layers. Furthermore, graphic designs created in Canva often have non-standard oversized canvas dimensions (e.g., 20 x 11.25 inches or 18 x 24 inches). When sent directly to the printer, the hardware receives the raw canvas dimensions and ignores scaling commands.

    Figure 5.1: PDF properties showing non-standard Canva landscape dimensions (20.00 x 11.25 in).

    Figure 5.2: PDF properties showing oversized Canva portrait dimensions (18.00 x 24.00 in).

    • The Print as Image Solution in Google Chrome: To successfully print oversized or problematic PDF documents:

    📌 CHROME PRINT AS IMAGE STEPS: 1. Open the PDF in Google Chrome and press Ctrl+P (or Cmd+P on Mac).

    2. Expand More settings.

    3. Ensure Paper size is set to Letter.

    4. Set Scale to Fit to printable area.

    5. Check the box for Print as image. This forces your computer to render the document as a high-resolution bitmap image prior to sending, resolving font and scaling errors.

    Figure 5.3: Chrome print dialog configured with Letter paper size, Fit to printable area, and Print as image checked.

    • Additional Workarounds & Video References: 

    • Resize the original source document in Canva to standard Letter dimensions (8.5 x 11 in) before downloading.
    • For extremely large files or documents with dozens of pages, split the print job into smaller page ranges.
    • Video help guides are available to show Chrome Print as Image settings and PDF troubleshooting:

     https://drive.google.com/file/d/1-Irl7gfNP53zPAC707H3u4cqFqSsiWvz/view?usp=sharing

    https://drive.google.com/file/d/1-YIUrtTfTmWPnZIiTtda628yoja3gOqL/view?usp=sharing


    6. AEA Staff Printing Instructions (Web Print)

    • Overview for Visiting Regional Staff: Area Education Agency (AEA) staff visiting Boone CSD schools can submit print jobs via browser-based Web Print without installing local printer drivers or using deployment tools.

    • Network & Login Credentials: You must be physically present on campus and connected to the district Wi-Fi network.
      • Web Print Portal: https://papercut-2022.boone.k12.ia.us/user
      • Username: Your email prefix (everything before @).
      • Password: aeaXXXX (where XXXX is your 4-digit badge/card number).

    • Step-by-Step Submission Process: 

    1. Log into the portal and click Web Print in the left menu bar, then click Submit a Job ».
    2. Select the virtual printer queue (e.g., papercut-2022\BCSDRicoh (virtual)) and click 2. Print Options.
    3. Upload your document using Upload from computer or drag-and-drop (PDF format required), then click Upload & Complete ».
    4. Walk up to any Ricoh copier on campus and scan your badge to release your job.

    Figure 6.1: PaperCut Web Print portal dashboard highlighting the green Submit a Job button.

    Figure 6.2: Selecting the BCSDRicoh virtual printer in the Web Print queue list.

    Figure 6.3: Web Print document drag-and-drop file upload interface.

    7. Machine Status & Alert Indicators

    • Red Indicator Light Alert: A red light on the lower-left panel of the Ricoh copier indicates an error or maintenance condition. This is where paper low, paper empty, paper jam, or toner notifications appear. Check the touch screen for specific instructions when the red light is illuminated.

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