Printing a Document Secured by a PIN (Secure Print) (MF8580Cdw Only)

    08-May-2013
    8201859100

    Solution

    By setting a PIN to a document when printing from a computer, the document is held in the memory of the machine. This function is called "Secure Print," and the document that is protected by a PIN is called a "secured document." Using Secure Print keeps printouts of confidential documents from being left unattended.

    Preparing for Using Secure Print
    Before using Secure Print, make sure that Secure Print is enabled on the computer.
    IMPORTANT
    To perform the following procedure, log on to the computer as a user with administrator privileges.

    1. Open the printer folder.

    2. Right-click the printer icon and click [Printer properties] (or [Properties]).

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    3. Click the [Device Settings] tab and make sure that the [Allow Use of Secured Print] check box is selected.

    • If the check box is not selected, select it and click [OK].

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    Printing via Secure Print
    This section describes how to print a document from an application as a secured document. The first part of this section describes how to send a secured document to the machine, and the second part of this section describes how to print the secured document on the machine.

    Sending a Secured Document from a Computer to the Machine

    1. Open a document in an application and display the print dialog box.

    • How to display the print dialog box differs for each application. For more information, see the instruction manual for the application you are using.

    2. Select your printer driver, and click [Preferences] (or [Properties]).

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    3. Select [Secured Print] in [Output Method].

    • Click [No] on the [Information] pop-up screen.
    NOTE:
    If you click [Yes], you can set the user name and PIN for the secured document. Once you specify the user name and PIN in this step, the specified user name and PIN are stored as default settings.

    • Click the [Basic Settings], [Page Setup], [Finishing], [Paper Source], or [Quality] tabs to specify the print settings on each page as necessary.

    • Click [OK] when you are finished specifying settings.
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    4. Click [Print] (or [OK]).

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    5. Enter the document name, user name, and PIN and click [OK].

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    (a) [Document Name]

    The document name is automatically set based on the information from the application. If you want to change the document name, enter up to 32 alphanumeric characters for a new document name.

    (b) [User Name]

    The user name is automatically set based on information such as your computer name or computer logon name. If you want to change the user name, enter up to 32 alphanumeric characters for a new user name.

    (c) [PIN]

    Specify a PIN of up to seven digits for the secured document. On the operation panel, enter this PIN again to print the secured document. If a PIN has already been registered in the printer driver, the registered PIN is displayed in symbols such as "*******".

    NOTE:
    Set easy-to-identify document names and user names
    When printing a secured document, a list of user names may be displayed on the screen. By default, the document name and user name for the secured document are automatically set. The displayed user name, for example, is automatically taken from information such as your computer name or computer logon name. If document and user names are unfamiliar and hard for you to identify with the secured document, replace them with more familiar names.

    • After the secured document is sent to the machine, it is held in the memory of the machine until it is printed.

    NOTE
    Do not let too many secured documents accumulate in the memory
    • Secured documents can be held in the memory of the machine for 30 minutes*, but during that time they occupy the memory and may prevent the machine from printing even ordinary (not secured) documents. Make sure that you print your secured documents as soon as you can.
    * 30 minutes is the default time period, but you can change it.
    • You can check how much memory is being used for secured documents.
    [ ] (Status Monitor) <Device Status> <Secure Print Memory Usage>

    Printing Out Secured Documents

    After you send the secured document to the machine, print it out within 30 minutes. After that, the secured document will be deleted from the memory of the machine and can no longer be printed. You can change the time period for the machine to hold secured documents.

    1. Press [ ].

    NOTE:
    If the <Remote Scanner> screen is displayed
    You cannot proceed to the next step if the <Remote Scanner> screen is displayed. In this case, press [ ] (Back) to close the screen, and press [ ] again.

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    2. Select the secured document to print, and press [ ].

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    NOTE:
    If the <Select User> screen is displayed
    If secured documents from two or more users are being held in the memory, the <Select User> screen is displayed prior to the <Select File> screen. Use [ ] / [ ] to select your user name, and press [ ].

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    3. Enter the PIN using numeric keys, and then press <Apply>.

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    • Printing starts.
    • If you want to cancel printing, use [ ] / [ ] to select the document to cancel [ ] <Cancel> <Yes> [ ].

    Changing the Valid Time Period for Secured Documents

    The machine at purchase is set to delete secured documents 30 minutes after receiving them unless they are printed, but you can change this setting. You can also disable Secure Print.

    1. Press [ ].

    2. Use [ ] / [ ] to select <System Management Settings>, and press [ ].

    If the logon screen appears, enter the correct ID and PIN using numeric keys, and then press [ ].

    3. Select <Secure Print Settings> and press [ ].

    4. Select <On> and press [ ].

    NOTE:
    Disabling Secure Print
    Select <Off>, press [ ], and restart the machine.

    5. Specify how long the machine holds secured documents, and press <Apply>.

    • Use the numeric keys or [ ] / [ ] to enter the time in minutes.
    • The secured document is erased from the memory of the machine when the time specified here elapses.

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    6. Restart the machine.

    • Turn OFF the machine, wait for at least 10 seconds, and turn it back ON.

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