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Set Up Released Printing

Overview

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.

Instructions

To set up released printing, you will need to go into your MFP’s preference settings to turn on the setting and set up a passcode. The steps are different based on whether you use Windows or MacOS.

Windows 10

Step-by-Step: Set Up Released Printing

  1. Open Windows Settings via the Gear Icon on the start menu (keyboard: WinKey+I)
  2. Navigate to Devices -> Printers & scanners
  3. Find your MFP in the list of printers, click on it, and click the Manage button
  4. Click on the Printing preferences link. This will open the default settings for this printer in a separate window
  5. 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
    1. In the User ID dropdown, select “Windows Login Name”
      1. If your Windows Login says “Unknown”, type in your first initial last name (note: max of 8 characters)
    2. Put in a 4 to 8 digit password in the Password field.
  6. 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. See the “Releasing Print Jobs” section for instructions on how to retrieve your print job.

Mac OS

MacOS requires that the appropriate driver be installed before released printing is an option; the instructions below are split into two parts: installing the driver and performing released printing.

Step-by-Step: Installing the Driver

  1. 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
  2. Mount the DMG file and run through the installation steps.
  3. Once installed, open System Preferences > Printers & Scanners
  4. 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.
  5. Click the small + at the bottom of the list to add a printer.
  6. 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.
  7. 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.
  8. Click Add to finish adding the MFP to your Mac.

Step-by-Step: Utilizing Released Printing

  1. When you go to print, click the dropdown that’s currently on “Layout” and select “Job Log”
  2. Type in your first initial and last name in the User ID field (Note: Max of 8 characters)
  3. Change the “Job Type” to “Locked Print”
  4. Type in a 4-8 digit code in the Password field.
  5. Click Print to print. See “Releasing Print Jobs” below on how to release your print job.

Releasing Print Jobs on the Printer

This section applies to everyone regardless of machine type.

Releasing the Print Job from a MFP

  1. On the home screen, there should be a “Quick Print Release” option in the top right of the home screen.
  2. On the Quick Print Release screen, you should see your User ID. Select your User ID to see your currently held print jobs.
  3. Select your print job from the list presented.
  4. Enter the password you set up when prompted and tap Done.
  5. Tap OK.
  6. A screen pops up with your print job listed. Tap on that.
  7. Tap on PRINT.
  8. It asks, “Are you sure?”. Tap PRINT.
  9. Press the HOME button on the bottom of screen after your job will start printing.

FAQ

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.

Need More Help?

Please contact the IT HelpDesk if you have any issues with the instructions.