In order to promote better security practices, we are encouraging the use of a feature of Multifunction Printers (referred to as “MFPs” throughout this document) called Released Printing as a secure form of printing for all users. You may also hear this feature referred to as “Locked” or “Secure” printing.
- Open "Windows Settings" via the Gear Icon on the start menu (keyboard: WinKey+I)
- Navigate to "Devices -> Printers & scanners"
- Find your MFP in the list of printers, click on it, and click the "Manage" button
- Click on the "Printing preferences" link. This will open the default settings for this printer in a separate window
- The main tab, Frequently Used Settings, will be selected by default.Find the "Job Type" drop-down and select "Locked Print". Click on the "Details…" button to set the User ID and Password
In the User ID dropdown, select "Windows Login Name".
If your Windows Login says "Unknown", type in your first initial last name (note: max of 8 characters)
Put in a 4 to 8 digit password in the Password field.
- Click "OK" on the "Job Type Details" window and click OK on the Printing Preferences window to save these settings
The next print job to that printer will be held using the username and password you supplied.
Set up released printing in MAC OS
MacOS requires that the appropriate driver be installed before released printing is an option
Install the Driver:
- Go to the following webpage to install the Ricoh 3.0 PostScript drivers for MacOS: https://support.apple.com/kb/DL1867?viewlocale=en_US&locale=en_US
- Mount the DMG file and run through the installation steps.
- Once installed, open "System Preferences > Printers & Scanners"
- Select the MFP you have installed; if the "Kind" is "Generic PostScript Printer", you will need to remove the printer and re-install it with the new drivers.
- Click the small "+" at the bottom of the list to add a printer.
- Select the "IP" tab and Enter the IP Address of the MFP in the Address field.
Use the Internet Printing Protocol.
Rename the printer accordingly in the name field.
- Click the "Use" dropdown menu and click "Select Software". Pick out the appropriate model of RICOH and click OK
Note: The model is usually listed on the front of the machine. You may not find the exact model listed in the driver list, but you can use a similar model instead. For instance, a RICOH Imagio MP 2555 can use the RICOH Imagio MP 2550 driver.
- Click "Add" to finish adding the MFP to your Mac.
Configure released printing:
- When you go to print, click the dropdown that's currently on “Layout” and select "Job Log"
- Type in your first initial and last name in the User ID field (Note: Max of 8 characters)
- Change the "Job Type" to "Locked Print"
- Type in a 4-8 digit code in the "Password" field.
- Click "Print" to print.
Releasing print jobs on the printer
- On the home screen, there should be a "Quick Print Release" option in the top right of the home screen.
- On the Quick Print Release screen, you should see your User ID. Select your User ID to see your currently held print jobs.
- Select your print job from the list presented.
- Enter the password you set up when prompted and tap "Done".
- Tap "OK".
- A screen pops up with your print job listed. Tap on that.
- Tap on "Print".
- At the "Are you sure?" prompt click on "Print".
- Press the "Home" button on the bottom of screen after your job will start printing.
Frequently Asked Questions
DO I NEED TO CHANGE THIS SETTING EVERY TIME I WANT TO PRINT?
Once you change this setting it will remain in place for future print jobs; in order to print regularly again (i.e. non-released), you will need to run through the settings and change the setting back. This is true for both Windows and MacOS. That being said, we recommend keeping released printing in place to prevent any misprinting of sensitive information and to help prevent paper and toner waste.
WHAT IF I FORGET THE PASSCODE I CREATED?
If you forget the passcode, you will not be able to release the print job from the MFP; the HelpDesk will also be unable to force the print job to print, but we can clear it out from the queue. In the event of a forgotten passcode, simply run through the directions provided and change the passcode.
WHAT IF I USE MULTIPLE MULTIFUNCTION PRINTERS?
The passcode will not carry over from MFP to MFP, so if you utilize multiple MFPs in your office, you will need to do this for each MFP (Likewise: if you’re in the rare situation where you utilize more than one PC, these settings will need to be set on each PC for each MFP). We do not have an issue with utilizing the same PIN for multiple MFPs.
Related Links (Remove this section if there are no related links)
- Click HERE to contact UW Shared Services - Service Operations Department or HERE for the UWSS IT HelpDesk if you have any issues with these instructions.