Toshiba Cheat Sheet by z1C9YZ

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									                                 TOSHIBA BUSINESS SOLUTIONS
                                     Gwen Dick 303-262-5815
                                    gwen.dick@tbs.toshiba.com


                            5540c, 3040c, 2040c Series Color Cheat Sheet
PLACE COPY FACE UP IN DOCUMENT FEEDER AND FACE DOWN ON GLASS, MACHINE WILL
AUTO SORT IF USING THE DOCUMENT FEEDER.

FULL COLOR
      Select to copy all pages in color. Processed black for pages with black print. All are charged as a color
      copy.
BLACK
      Select to copy all pages in Black.
AUTO COLOR
      Choose to copy some pages in color and some in black. Machine auto reads each page to determine if page
      is in color or black/white.

REDUCTION AND ENLARGEMENT
      Select Zoom 100% ORG→COPY
      -Use one touch preset buttons. UP and Down buttons allow for manual adjustments in 1% increments
      -Specify both Original and Copy size and machine will automatically fit page to selected size paper
      -Select Photo Zoom to enlarge standard size photos to standard paper sizes
MIXED ORIGINAL SIZES
      Choose to copy different paper sizes as one job (ex, Legal/Letter)
      Select Zoom, Select Mixes Size in the Original Column

DUPLEXING
     Choose 2 Sided 1→1 SIMPLEX Button
     2→1 DUPLEX – 1 sided originals as 2 sided copies
     2→1 SPLIT – 2 sided originals as 1 sided copies
     2→2 DUPLEX – 2 sided originals as 2 sided copies
     Book→2 (copies book on glass ending 2 sided)
             Select which side of book you will begin copying and which side will be the last page—(ex.
             Right→Left – choose based on book as you are looking at it before you place it in the glass)
             Open book and place in glass with orange line as center for book
             Press start to scan 1st page
             Turn the pages and place on glass
             Press start to scan next pages
             Select Copy Final Page
             Press Start to finish copy (*Press Finished rather than Copy Final Page if both pages are desired as
             last pages.)

FINISHING OPTIONS
      Select FINISHING
               SORT for copies to be collated (Machine will auto sort when using the document feeder unless
               Function
               Clear Button has been pressed)
               STAPLE positions based on how original is placed and how paper drawer is set
               ROTATE SORT if paper drawers have Letter and Letter R paper. Each set will be rotated to
               collate. (Useful if finisher has not been purchased)
               MAGAZINE SORT
               Place letter sized originals in consecutive order in document feeder.
               Select paper size for magazine
                  Select Finishing button
                  Select Magazine Sort under Binding
                  Pages will be put in order and fit to paper selected. Fold document in half after removing from
                  finisher. Document will be in magazine form.
                  MAGAZINE SORT & SADDLE STITCH
                  Set pages for magazine sort (see above)
                  Finished pages are folded and stapled in center
                  SADDLE STITCH
                  For documents preformatted. Pages are folded and stapled
                  FOLDING
                  Center fold will fold landscape pages in half. (LT-R, LG, LD)
                  Magazine Sort & Center fold will put pages in order and fold up to 25 sheets for regular paper up
                  to 24lb bond and 10 sheets for 25-28lb bond.
                  HOLE PUNCH
                  Select for 3 hole punch on letter paper
                  Place paper in Letter R position in document feeder and paper drawer for 2 hole punch on the top.

COPY QUALITY
      Select ORIGINAL MODE
      Options include: PHOTO to copy a photograph, TEXT for no pictures, TEXT/PHOTO for combined text
      and pictures, PRINTED IMAGE for publication originals, MAP for text on dark colored background,
      IMAGE SMOOTHING for black copy quality finer than the normal black mode.
      AUTO –Select hollow filled left arrow to lighten
               –Select filled right arrow to darken

PROOF COPY
     Select to print 1 sample copy to check that settings are set correctly before starting a large copy job.

PAPER DRAWERS
      Change the settings if paper drawer when size or type of paper in paper drawer has not been changed.
      –POP UP appears in some machines (Did you change the paper size?) Yes
      Make sure that size, direction and type of paper is registered
      –If Pop Up doesn’t appear
               Select User Functions
               Select Drawer
               Select correct drawer and paper size
               *Paper Type—Select for thicker paper (Up to 140# index as Thick 3 can be run through the paper
               drawer), covers, inserts, or special paper.

BYPASS TRAY
      Place paper in the bypass tray (Face Down for Letterhead)
      Select size of paper size on the copy side from screen that pops up
                *Paper Type – Select for paper other than plain paper (such as thick paper or transparencies)

STOP A COPY JOB
      Press Stop and Memory Clear when it appears on touch panel
      Or Select Stop, Job Status, Delete

FUNCTION CLEAR
     Clears all setting to the default settings

INTERRUPT
      Press Interrupt
      Set next original
      Press Start
      When finished select INTERRUPT again to resume original job
JOB STATUS
      Status of copy, print, fax jobs are displayed
               Highlight job and press delete to cancel a copy or print job
               Select delete when “delete ok” screen appears
      PAUSE
               Choose to put a job in the print list in the “Wait” Status. The job is now paused and will not print
               even when its turn comes. Printing of the next job starts. To print job in “Wait” status: Select the
               desired job and press Resume. (*Must have 10 jobs in queue to move jobs)
      MOVING JOBS
               Jobs need to be in the “Wait” Status to be moved. Select the paused job in the print list and then
               select Move. Select the position you want the job moved and it will come under the selected job.
               (*Must have 10 jobs in queue to move jobs.)
      RECOVERY INFORMATION
               Jobs that can’t be printed because of specified paper not available or some other reason will be
               skipped. Select Recovery information to resolve the Skip and follow the directions on the screen.

EDIT FEATURES
      Highlight the feature and press ? to display information of feature.
      IMAGE SHIFT
              Select to shift image right, left, top, bottom, book
              Select margin amount (12mm=1/2”)
      EDGE ERASE
              Select to erase edges of a document (12mm=1/2”)
      DUAL PAGE
              Allows facing pages of book to be copies 1 sided or 2 sided (also useful for copying checks or odd
              size originals from the glass)
              Choose 1 side to copy pages on 2 separate sheets of paper
              Choose 2 side to make duplex copies on 1 sheet of paper
              Open book and place on glass centering on the orange line
              Press Start
              Place next original and Press Start
              Select Finished when complete
      COVER SHEET
              Set paper drawer for Covers mode (see above at paper drawer) If no drawer is selected, the
              machine will select the bypass tray.
                        Select EDIT
                        Select Covers
                        Select desired cover sheet button
                        Press Start
                        When all originals gave been scanned Press Finished
              *Both Sided: If printing on both inside and outside of the front or back cover is selected, 2 sided
              copying must be selected from the basic screen.
      INSERT SHEET
                        Set Paper drawer for Inserts mode (see above at paper drawer). If no drawer in selected
                        the machine will auto select the bypass tray.
                        Select EDIT
                        Select Sheet Insertion
                        Select Copied of Blank for printed insert of blank sheet
                        Use keypad to enter page number
                        Select set
                        Repeat step for page numbers as needed
                        Press Enter
                        Press Start
              *When COPIED is selected, a copied sheet is inserted into the specified page. When BLANK is
              selected, a blank sheet is inserted into the page before the specified page.
        TIME STAMP
               Time and date is printed on copies
        PAGE NUMBER
               Select to add page numbers to the copies. Choose where to place it on the page and the starting
               page number.

        JOB BUILD
               Select to copy different settings for different pages within the same job.
               You can change from document feeder to the glass when copying, but not select different paper
               drawers.
                         Select EDIT
                         Select NEXT
                         Select Job Build
                         Press Enter
                         Select settings tor 1st part of job
                         Press Start
                         Change settings for the next pages
                         Press Start
                         Continue until all originals have been scanned
                         Select Job Finish to print
        IMAGE DIRECTION
               When printing single sided documents to double sided in the landscape direction, select Image
               Direction to have both pages exit with a book binding (both pages open to the left not the top).
        OMIT BLANK SHEET
                         Select to omit printing a blank sheet of paper within a document.
        OUTSIDE ERASE
               Select ON when copying a book on the class or leaving the lid open. The portion of the glass not
               covered will not be black around the edges. Always leave the lid open when copying with this
               feature.

IMAGE
        Select for advanced color adjustments and image settings
                 Color Balance YMCK – Select to increase or decrease amount of specific toner used for the
                 image. Can adjust low, mid, and high tones.
                 RGB Adjustment – Lighten or darken red, green, or blue
                 ONE TOUCH ADJUSTMENT – Warm, Cool, Vivid, Clear Marker
                 BACKGROUND ADJUST – Allow for adjustment of the density of original’s background. Press
                 lighten or darken as needed.
                 SHARPNESS
                 MONO COLOR – All print or image in a solid color
                 SATURATION – Select to adjust level of density of color for image.

PRINT BUTTON
      PROOF
            For print jobs sent as proof from computer
            Select proof
            Highlight job and select release to print or select delete
      PRIVATE
            Select for print jobs that have been sent with code from computer
            Select private
            Select your user name
            Touch password
            Type in password (numeric keypad is also available)
            Enter
            Highlight individual document or select all
            Touch release to print
SETTING UP PRIVATE JOB AT COMPUTER
      Select Properties
      Select Private Print from the drop down menu under Print Job
      Click on the box with 3 dots next to private and enter password (can be alpha/numeric)
      Select OK, OK, OK
PRINTING FROM USB (Must be PDF, Tiff, or JPEG format)
      Put the Memory Stick in slot on the front of the machine
      Select the Print button
      Select USB in drop down menu
      Select document to print
      *Touch Open if focument is in a folder and select document
      *Choose Setting for multiple copies, 2 sided, and staples.
      Select Print
*DO NOT REMOVE USB WHILE JOB IS PROCESSING
SCANNING TO USB
      Press Scan Button
      Highlight USB
      Select File Name for keypad to appear to type name. Press OK.
      Can change the file format to PDF, SLIM PDF (if full color), TIFF, JPEG
      *select Preview to view image of scan at the copy machine.
      Press green scan button
      *Select OK to accept scan of using preview screen of choose other options
                                                  e-FILING

         This allows storing and printing of documents stored on the hard drive of the copy machine. Documents
can be scanned or printed into the Public Box or individual User Boxes. Documents can be viewed on the pc using
the ip address of the copy machine and selecting e-filing on the Top Access screen. Documents can be combined
and managed through E-filing at the computer.
         STORING DOCUMENTS IN E-FILING AT COPIER
                  Select STORAGE on the copier screen after finishing settings
                  Store to E-filing
                  Press Box/Folder
                  Select box to store document
                  Press OK
                  Press Document Name
                  Select Clear at keypad and type name of document
                  Press OK
                  PRINT THIS DOCUMENT? appears. Select Yes or No
                  Press green Start button
         STORING DOCUMENTS IN E-FILING FROM COMPUTER
                  Select File
                  Select Print
                  Select Properties
                  Select Print Job tab
                  Select Store to E-filing
                  Choose Box to store document
                  Press OK, OK
         PRINTING STORED DOCUMENTS
                  Press e-Filing button on control panel
                  Select Box
                  Select Document
                  Select Print to print 1 copy
                  Select Settings for multiple copies – Put in copy count with keypad and select finishing options
                  before printing. Then press Print,
                  *(Select Open to view thumbnail of document on screen. Select specific page of document to
                  print. Or select Return to print whole document.)
         CREATING UDER BOXES
                  Press e-Filing button on control panel
                  Select Box Setting
                  Press a blank box
                  Select Box Name and type name
                  *Password is optional (Type password, Select Set, Retype password)
                  Press Enter
         SPACE AVAILABLE
                  400 documents can be stored in a box or folder. 200 pages per document.
                  27 GB for total e-Filing space.
                                                SCANNING

SCAN TO FILE – scanning to a shared file
      Select Scan
      *Scan Settings – Page 1: Options include Color Mode, Resolution, Original Mode for Photos, Rotation,
      Single/2sided Scan (Book or Tablet binding), Original Size for Mixed Sizes or size not auto detected.
      Page 2: Compression, Omit Blank Page, Outside Erase (scanning on the glass with the lid open), Page 3:
      Exposure, Contrast, Background Adjust, Sharpness.
      Page 4: Saturation, RGB Adjust.
      Select File
      Touch File Name for keypad. Press OK. Time and date are options, too.
      Choose File format from drop down menu.
      Multi is default where all pages are 1 document or file. Single has each page as its own file.
      Press OK, Scan
               *Or Select Preview before you select Scan to view an image of the document on the screed.
               Select Continue to scan more pages. Press OK to accept scan.
SCAN TO USB
      Press Scan Button
      Highlight USB
      Select File Name for keypad to appear to type name. Press OK.
      *Select Preview to view image of scan at the copy machine.
      Press green Scan button
      *Select OK to accept scan if using preview screen of choose other options
SCAN TO EMAIL
      Select Scan
      *Scan Settings – Page 1: Options include Color Mode, Resolution, Original Mode for Photos, Rotation,
      Single/2sided Scan (Book or Tablet binding), Original Size for Mixed Sizes or size not auto detected.
      Page 2: Compression, Omit Blank Page, Outside Erase (scanning on the glass with the lid open), Page 3:
      Exposure, Contrast, Background Adjust, Sharpness.
      Page 4: Saturation, RGB Adjust.
      Select Scan to Email
      Touch File Name for keypad. Press OK. Time and date are options, too.
      Choose File format from drop down menu.
      Multi is default where all pages are 1 document or file. Single has each page as its own file.
      Press OK, Scan
               *Or Select Preview before you select Scan to view an image of the document on the screen.
               Select Continue to scan more pages. Press OK to accept scan.

TEMPLATES
     Scanning may be set up under templates. The template would include the address and settings as a preset.

CHANGING TONER
     Toner low message will appear when the toner level is still at 25%. That is still lots of toner. Touch Job
     Status and Toner to check the levels. You can wait until message appears Toner Empty, Replace Cartridge.
     If you change it before it is completely empty, you have to go in there to reset the counter. A screen pops
     up that says, “Replace Toner Cartridge”. Touch that screed and select “Yes” and then select the color you
     are changing.

ONLINE TRAINING
     Go to copiers.toshiba.com. Under support and drivers, Select Interactive Training. Select your model.
     This is always available.

PAPER JAMS
      Read message on the display to check the jam position. Look for the light green levers to release paper and
      pull gently.
TURNING MACHINE OFF
      You do not need to turn off the machine. It has power save auto enabled when delivered. It will go to low
      power when it hasn’t been used for a specified amount of time. That time can be changed. Or you can
      touch Energy Saver to put it in low power on demand.
                                             TOSHIBA FAX

SENDING A FAX
      Choose FAX button on panel
      Highlight Preprogrammed Fax Number Or Use Keypad to enter number
      Press Start
      *Select OPTION to change resolution, exposure, and set different paper size
      *Select ADVANCED, 2 SIDED SCAN for a 2 sided original (Fax is received as a single sided document)

MANUAL GROUP SEND
     Highlight Preprogrammed Fax Number Or Use Keypad to enter number
     Select Multi
     Repeat above steps until all numbers are entered
     Press Start
     *Touch DESTINATION to see review of all numbers selected

PROGRAMMED GROUP SEND
     Touch Group
     Select Name of Group
     Press Start

MONITOR/PAUSE
     Use when wanting to hear what is happening on phone line
     Touch Monitor to hear

JOB STATUS
      Select FAX to see if fax is still waiting to be sent
      Select LOG, SEND to see the status of past faxes that have been sent

FAX SET UP
      User Functions
      Admin
      Touch Password
      123456
      FAX
      Select TERMINAL ID to add Name and Fax Number
      Return
      LIST/REPORT
      Report Setting
      Communication Journal – Select Always of On Error for memory, direct and multi sends.

PROGRAMMING FAX NUMBERS/EMAIL ADDRESSES AT COPY MACHINE
     Select User Functions Button
     Select Address Book
     Select an empty box
     Select Entry
     Touch First/Last Name and keyboard appears to add names
     Select Enter
     Choose Fax Number/Email address
     Use keypad to add address
     Select Enter, Enter
                             5540c, 3040c, 2040c, Key Operator Color Series

Counter
          Counter, Total Counter, Print Counter. *Select Print Out Total Counter for a copy of the total counter list.

Shut down machine
       Press POWER button until sound is heard and “shutdown in progress” appears on the screen. Confirm the
ON/OFF lamp is not lit and then turn power off with the main switch if machine won’t be used for a long period of
time.

Power Save
         Machine goes into Auto Power Save and then Sleep Mode automatically. Press ENERGY SAVER button
for equipment to immediately enter sleep mode.

Dept Codes at Copy Machine
          Select Counter, Department Management, Touch Password, Use keypad to enter 123456, Select Dept
Registration, Highlight Empty Box, Select Change, Type Name, OK, Use Keypad for numeric code, OK, Retype
code, OK (*can put limits for color/black), OK, Return, Dept Management-Enable, (*Select NO LIMIT BLACK if
dept codes are used for color only.)
Select Print Out Dept Codes for account totals. Select Reset All Counters – Clear – Yes – AFTER printing out
totals.
(*Call trainer of service to disable codes for printing, scanning, and faxing.)

Cleaning the Slit Glass and Main Charger (for color except 5540c Series)
         Clean the slit glass by using the wand inside the front cover. With the pad side down, run the wand back
and forth where each of the blue arrows is under the toner and developer area. Do that 2-3 times. Repeat for each
color and black. You may wipe the pad with a lint free cloth (not paper) to clean it off.
         Pull out the knob next to the blue arrows. Pull it way out a few times for each color and black. Please do
this when the message “Slit glass cleaning and maintenance appears” and when you change any toner.

Calibration for Color Machines (Not Fiery printing)
         User Functions, Admin, Password, 123456, General, Calibration, Copy, Calibration, Set printed test chart
on the glass with the black boxes to the left, Press Start, Calibration, 600 dpi Print, Calibration, Set printed test chart
on the glass with the black boxes to the left, Press Start.

Registration
         User Functions, Admin, Touch Password, Use keypad to enter 123456, Enter, General, Registration.
(*helps prevent shadows when copying/printing in color)

Job Status
        Select Job Status, Toner (shows current toner levels in copy machine)

Online Training
        Open Internet Explorer
        Go to copiers.toshiba.com
        Under Support, Select Interactive Training Manual
        Select your product line such as 4520 Series

Misfeeds From Paper Drawers
         Always make sure that the paper in the drawer matches the same size as noted on the screed of the copy
machine. LT is letter (8 ½ x 11) in the portrait direction, LT-R is letter in the landscape direction, LG is legal (8 ½ x
14), LD is ledger (11 x 17), ST is statement (5 ½ x 8 ½).

Setting Paper Drawer for Thick Paper
         Select User Functions, User and Drawer. Make sure the correct size is selected. Then choose Paper Type.
Choose Thick 1 for 90lb index and 60lb cover stock, Choose Thick 2 for 110lb index and 74lb cover stock, Choose
Thick 3 for 140lb index and 93lb cover stock. The bypass tray also has Thick 4 which goes to 100-110lb cover.
                               TOSHIBA TOP ACCESS FOR NEW COLOR

Find IP address at copier
        User Functions, Admin, Touch Password, 123456, Enter, Network, TCP/IP, IP address.

Open Internet Explorer and type in IP address

Device Tab
        View general info about copier such as toner availability, paper size and availability, paper jams. Alerts, etc

Job Status
        Check for current jobs processing for copying, printing, and faxing. Deleting a job is an option in this
screen.

Logs
           View past print, copy, fax transmissions, and fax receptions.

Registration
        Register Templates
        Address Book – Select to add fax addresses and email addresses. Select Add Address to add information.
Highlight current address to edit.

Counter
           Select total count to view copy, print, and fax totals.

Enable Department Codes
        Select Login, User Name is admin, Password is 123456, Login
        Select Counter tab
        Choose Department
        Select New
        Type in Name
        Type in Code
        *Can set limitation for full color of black/ maximum output
        Choose Administration Tab at Top Right
        Select Security
        Department Code ENABLE
        Department Code Enforcement STORE TO INVALID LIST
                                     PRINT (to print jobs that don’t have a valid code)
                                     DELETE (to delete from invalid jobs in Job Status)

Choose what features will require a dept code to use. Enable or Disable.

Exporting/Importing Department Codes
        Login as Administrator, Select User Management, Export/Import, Select option such as Department
Information (Small/Large Counter), Create New File, Double Click on File and Save.

E-filing
         Can view, email and print documents stored in efile. Can Cut and Paste to build new document. Client CD
has program to back up efile boxes.
         Set Up New Box (can be password protected)

								
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