Printing and Scanning - Instructions

Summary

Campus departments and units typically have at least one KU-managed multifunction device (MFD) within their office locations. MFDs are named based on the department or unit they belong to, what building and room number they are in, and their make and model number. An example is a Konica Minolta Bizhub C308 owned by the Biology Department in Haworth Hall room 001 would have a name: BIOL-HAW001-KMC308.

If you need assistance locating a MFD, contact your department or unit's administration or IT Support Staff.

For instructions on how to print and scan with a KU MFD, including secure printing and scanning to KU email or OneDrive, read the sections below.

Prerequisites

KU Online ID
- You must enter your KU Online ID and password or swipe your KU ID Card to use the KU-managed multifunction devices (MFDs).

Reference Items

IT Help Desk Contact Information
- Includes the IT Help Desk's phone number, email, business hours, and address.
Public Scanners by Location

Article provides locations of publicly available multifunction devices (MFDs) and scanners.

Technology Support Center (TSC) Lookup Page

Used to find what TSC supports you and your group.

Create a Print Job

Expand the sections below for details on how to send regular and secure prints, and note that the following apply when printing with a KU managed device:

Printers are named after the building they are located within.
- Example: If you are in the Budig Computer Lab, select BUDIG-HOLD.
All unreleased jobs will age out at the end of the day and be deleted.
You are not charged until the job is printed and you can choose not to print something you sent to the printer.
Be sure to log out when finished to avoid being charged for additional copies or prints.

Print from an Application

A Word document is used for the example in this section. Printing from most applications is performed in a similar manner.

In the top-left of the application, click: File.
Click: Print.

To select a printer, click the dropdown that lists a printer's name and select your desired printer from the list.

If you wish to make further adjustments to your printing settings, such as page orientation, one-sided printing, paper size, etc., you may change them under Settings, Printer Properties, or Page Setup.

Once the printer is selected and settings are finalized, click: Print.

A window will appear with the document name, number of pages, and the cost of the print. If everything is correct, press: Print.
Go to the selected printer or MFD and follow the instructions within section "Multifunction Devices (MFD)," subsection "Regular Printing" below.

Print from a Website

Below are instructions for how to print within: Chrome, Edge, Firefox, and Safari.

Methods for printing from a website vary based on the browser you use, however, the keyboard command for Mac: ⌘+ p , or for Windows: Ctrl + p will open a printing prompt in any browser's window. For specific instructions on how to open printing options in each browser, see the items below:

For Chrome, in the top-right click the three dots and select: Print from the dropdown menu. Alternatively, you can also right-click the page you wish to print and select: Print from the list.

For Edge, in the top-right click the three dots and select: Print from the dropdown menu. Alternatively, you can also right-click the page you wish to print and select: Print from the list.

For Firefox, in the top-right click the three horizontal lines and select: Print from the dropdown menu. Alternatively, you can also right-click the page you wish to print and select: Print from the list.

For Safari, in the top-left click the File and select: Print from the dropdown menu.

In the print window, select the printer you wish to use, then scroll down.

You can also adjust the number copies, page layout, which pages, and color choice, if desired.

For further printing specifications, click: More Settings.

Adjust your printing specifications, such as paper size, scale, margins, etc., as needed, then click: Print.

Go to the MFD and follow the instructions within section "Print at a MFD," subsection "Regular Print Jobs" below.

Secure Print - Mac

A Word document is used for the secure print example in this section. Printing from most applications is performed in a similar manner.

With the document open, in the top-left click: File, then select: Print from the dropdown menu.
Select the appropriate printer, then scroll down.
Select: Printer Options.
In the expanded menu under Printer Options, select: Output Method.
In the new window, click the arrows under Output method.
Select: Secure Print from the dropdown menu.
In the Secure Print window, for Document ID, type in an ID that is 1 to 16 characters long. For Password, type a password that is 1 to 8 characters long, then click: OK.

Note: Neither the Document ID nor the Password you type are tied to your KU Online ID or password.

On the Output Method window, click: OK.

You may have to click: OK more than once depending on the program or application you are printing from.

In the Print window, click: Print.

Go to the MFD and follow the instructions under section "Print at a MFD," sub-section "Secure Print Jobs."

Note: After you print, you can return to regular printing by repeating steps 1-5, and selecting: Print from the dropdown menu.

Secure Print - Windows

A Word document is used for the secure print example in this section. Printing from most applications is performed in a similar manner.

With the document open, in the top-left select: File, then select: Print from the list.
Click: Print.

To select a printer, click the dropdown that lists a printer's name and select your desired printer from the list.

Click: Printer Properties.

In the printer window, select the Basic tab, then click the arrow under Output Method, then select: Secure Print from the list.
Select: User Settings...
In the User Settings window, for Document ID, type in an ID that is 1 to 16 characters long. For Password, type a password that is 1 to 8 characters long, then click: OK.

Note: Neither the Document ID nor the Password you type are tied to your KU Online ID or password.

Click: OK.

Click: Print.
Go to the Multifunction Printer (MFD) and follow the instructions under section "Print at a MFD," sub-section "Secure Print Jobs."

Note: After you print, you can return to regular printing by repeating steps 1-3 and selecting: Print instead of Secure Print.

Print at a MFD

Read below for steps detailing how to release a print job from an MFD, and print either a regular or secure print job.

All Print Jobs

Follow the steps below after you have sent a print job to a MFD and must log in to release and finalize the print.

Push the Start button at the MFD you sent your print job to, then log in using either of the following:

Enter your KU Online ID and Password by tapping: User Name on the screen and typing your KU Online ID, then press: OK on screen or press: Enter on the MFD's keyboard. Then, tap: Password on the screen and type your password, then press: OK on screen or press: Enter on the keyboard.

Swipe your KU ID Card.

You can use your KU ID Card to log in, only if there is a card-swipe on the device.

Tap: Login, then tap: OK or Access Device. Then, follow the prompts on the screen.
Continue to the appropriate section, "Regular Print Jobs" or "Secure Print Jobs" below to complete your desired action.

Regular Print Jobs

After you have logged in to the MFD, follow the steps below to print a regular, not secure print.

Tap: Print Release.
Select the job(s) you would like to print by tapping them on the screen, then tap: Print.
Once you have printed all your jobs, press the Access button to log out of the MFD.
Pick up your documents and your printing is complete.
- Remember to check that you have all of your pages and no one else's documents when retrieving documents from the printer.

Secure Print Jobs

After you have logged in to the MFD, follow the steps below to print a password protected secure print.

Tap: Secure Print.
Type in the Document ID you entered earlier in section "Create a Print Job" sub-section "Secure Print," then tap: OK on screen or press: Enter on the MFD's keyboard. Then, type in the password you entered at your computer earlier, then tap: OK on screen or press: Enter on the keyboard.

Tap the icon of the document you wish to print, then tap: Print.
Verify print settings and press the Start key.
Once you have printed all your jobs, press the Access button to log out of the MFD.
Pick up your documents and your printing is complete.
- Remember to check that you have all of your pages and no one else's documents when retrieving documents from the printer.

Scan at a MFD

Document scanning is available at most MFDs and allows you to send digital copies to OneDrive or your KU email.

All Scan Jobs

To start any scan job, follow the steps below.

Place your paper copy originals of your document face down on the glass (must lift the top of the unit to expose scanning glass) or face up in the feeder, ensure that your papers are all oriented according to the directions on the physical MFD unit.
Push the Start button at the MFD you sent your print job to, then log in using either of the following:

Enter your KU Online ID and Password by tapping: User Name on the screen and typing your KU Online ID, then press: OK on screen or press: Enter on the MFD's keyboard. Then, tap: Password on the screen and type your password, then press: OK on screen or press: Enter on the keyboard.

Swipe your KU ID Card.

You can use your KU ID Card to log in, only if there is a card-swipe on the device.

Tap: Login, then tap: OK or Access Device. Then, follow the prompts on the screen.
Continue to the appropriate section below to complete your desired scan.

Scan to Email

After you have logged in to the MFD, follow the steps below to scan to your email address.

Tap the Scan button.
Tap: Scan to My Email.
If you would like to change the default filename of the scan, tap the Filename field.
- By default, the MFD will set the filename as "scan_" appended with your KU Online ID, the date, and the time.

Example: A scan sent at 11:14 a.m. on 09/28/2026 with the username j123h456 would have a default value of "scan_j123h456_2026-09-28-11-14-9."
The filename can also be changed after the document has been scanned.

Tap: Settings on the right to modify the scan’s output.

Modify the scan's settings, such as whether the paper is printer on one or two sides, the page orientation, size, file type, scan resolution, and color or black & white, then tap: Start.

By default, the scan is sent as a color PDF file, one-sided, in portrait mode on letter-sized paper.

Tap: Finish to start the scan, then press the blue Start button.

If you are done scanning, tap: Send.

Allow the MFD to finish processing before logging out; otherwise, your scan may be canceled. Press the Access button to log out.
Remove your originals from the MFD.
You will receive an email from PaperCut, if the scan was successful. The scanned documents will appear as attachments in the format you chose in step 5 above.

Scan Multi-Page Documents

After you have logged in to the MFD, follow the steps below to scan multi-page documents.

Tap the Scan button.
Tap either Scan to My Email or OneDrive.
Ensure the checkbox next to Additional pages is checked before starting the scan job.

After the initial page scans, the MFD screen will prompt you to put the next pages into the scanner with the message, "Please place the next page(s) and press 'New Scan Document' for next scan. Otherwise press 'Send' to send the completed scan."

When you have scanned in all of the pages you wish to have scanned, tap: Send to send the scanned documents.
The screen will show processing while it sends the document.
Allow the MFD to finish processing before logging out; otherwise, your scan may be canceled. When it is finished, you should see the screen as shown below. Press the Access button to log out.

Scan Multiple Documents at One Time

After you have logged in to the MFD, follow the steps below to scan multiple documents at one time.

Tap the Scan button.
Tap either Scan to My Email or OneDrive.

Place your documents on the scanner, then check the checkbox next to New document before starting the scan job, and tap: Start.

After each scan is complete, you'll see a success message, and have the option to tap: New Scan Document, if you want to add more documents to the scan.

When you've scanned all the documents you like, click: Send.
- Each scanned item will be in an individual document with the same filename, appended with "_#." For example, if you have two scans, you'll have a scan named: scan_j123h456_2026-09-29-11-14-9_1 and scan named: scan_j123h456_2026-09-29-11-14-9_2.

The screen will show processing while it sends the document.
Allow the MFD to finish processing before logging out; otherwise, your scan may be canceled. When it is finished, you should see the screen as shown below. Press the Access button to log out.

Scan to OneDrive

After you have logged in to the MFD, follow the steps below to scan to OneDrive.

Tap the Scan button.
Tap: OneDrive.
If you would like to change the default filename of the scan, tap the Filename field.
- By default, the MFD will set the filename as "scan_" appended with your KU Online ID, the date, and the time.

Example: A scan sent at 11:14 a.m. on 09/28/2026 with the username j123h456 would have a default value of "scan_j123h456_2026-09-28-11-14-9."
The filename can also be changed after the document has been scanned.

Tap: Settings on the right to modify the scan’s output.

Modify the scan's settings, such as whether the paper is printer on one or two sides, the page orientation, size, file type, scan resolution, and color or black & white, then tap: Start.

By default, the scan is sent as a color PDF file, one-sided, in portrait mode on letter-sized paper.

Tap: Finish, then press the blue Start button.

If you are done scanning, tap: Send.
The screen will show processing while it sends the document to your OneDrive via PaperCut.
Allow the MFD to finish processing before logging out; otherwise, your scan may be canceled. When it is finished, you should see the screen as shown below. Tap the Access button to log out.

Scans Saved Into OneDrive

After every scanned document is sent to OneDrive, PaperCut sends a confirmation message to your KU email address. The messages will come from scans@papercut.com, with the sender name: Scans for PaperCut MF. After the initial authorization email, messages from PaperCut don't require any action; these serve only as notifications that an item has been saved.

To open a scan that was saved to OneDrive, open your email, open the email from Scans for PaperCut MF.
- The first time you use this type of scan you'll receive a confirmation request for a one-time authorization.

If you don't complete this confirmation within 24 hours of sending the scan job, the scan won't be saved to your OneDrive.
Click the Login to OneDrive for Business button to sign in to OneDrive and authorize the application.
After you've completed this first-time authorization, the folder is created in your OneDrive and the scanned document will be saved there.

Subsequent scans will send you a notification email letting you know a new scan has been added as shown below. Click the Go to your scan! button to access your scan folder.

If you have OneDrive connected to your computer, you can access this folder at C:\\Users\\<user>\\OneDrive - University of Kansas\\Apps\\Scans for PaperCut MF.

The files are also available via OneDrive.com in your browser, under the same file path.

Article Changelog

8/17/2026

Rewrote, rearranged, and updated article. Add in-person pictures of MFD user interaces and edited and formatted to KB standards.

4/13/2026

All image alt-text updated.

1/24/2026

Article updated to basic visual standard.

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