PRINTER USE &
BASIC TROUBLESHOOTING
Printers and Print Release
2. Types of Printers
3. Print Release Stations
4. Print Release Issues
5. Control Panel
6. Common Problems and Fixes
7. Reporting Problems
8. Limits and Restrictions
9. Restocking Paper
10. Replacing Toner Cartridges
1.
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TYPES OF PRINTERS
ITS computer labs have two models of HP printers:
• HP LaserJet M603
• HP LaserJet P4515x
• HP LaserJet M606
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PRINT RELEASE STATIONS
Print Release Stations:
When a lab user prints a document, it is sent to the print release stations. To access a list of the
documents they sent to the printers for release, the lab user must first type in their required Texas State
Net ID. Then they simply press the appropriate ‘print’ option and their documents will begin printing. If
there is any issue while printing, it is the Lab Assistant’s job to assist them to retrieve their printouts.
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PRINT RELEASE ISSUES
Print Release Station Screen Issues:
 If the keyboard goes away, slide your finger along the left side of the screen. You should see a very thin
white rectangle stick out. Click on it and drag to the right to bring the keyboard display back to the screen.
 If the screen turns green there are two tricks you should try.
• Turn off just the release station (the power button is located on the bottom right side of the monitor)
• Bring up the program manually
 Click the windows symbol on the keyboard so that it brings up the task bar at the bottom of
the screen.
 Click the start button (that is the blue circle with the windows symbol)
 Click ‘All Programs’, then ‘Paper Cut NG’, then ‘Print Release Station’
 From there a drop down list will appear and select “Print Release Station”
This should bring up the program. The LA should make sure they can see the items that need to be printed. If
print jobs still do not show up, then restart and try again.
NOTE: Sometimes a mouse and keyboard maybe be necessary to work on it (plug them into the side of the
release screen)
The LA should ask the HLA for help if they are unable to resolve these issues!
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PRINT RELEASE ISSUES
Print Release Station Printing Issues:
If a lab user’s documents are not showing up on the print release station screen there are several steps that
can be taken:
 Check to make sure that the user is logged onto their computer using their TXST Net ID.
 Ask what type of file they are printing and where the file came from. Some files from TRACS or
other online website may not print. Save the online file to the desktop and print from the saved
document.
 Try printing the document using letter option instead of duplex.
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CONTROL PANEL OPTIONS
Manual Feed
The manual feed feature is a way for lab users to print on specialty paper from tray 1. To turn on the
Manual Feed option use the printer control panel. Press the MENU button. Select Configure Device >
Printing > Manual Feed. Turn MANUAL FEED to ON. Make sure the paper is loaded into Tray 1 and
release the print.
Printer Configuration
Student workers may be asked to print a Printer Configuration for a staff member. To do this use the menu
option on the printer control panel. Press the MENU button and select Information > Print Configuration.
The document will be released.
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COMMON PROBLEMS & FIXES
TROUBLESHOOTING
Lab Assistants will be required to assist lab users with any questions they may have. Some consistent
troubleshooting questions may include:
 How do I print single-sided?
• When printing a document, open printer options and make sure the printer is on print-one-side.
 I have no internet connection or I am unable to log on to the server.
• Check to make sure the Network cable is plugged into the computer.
• On a laptop, make sure the WiFi switch is on.
• Try restarting the computer.
 My monitor won’t turn on.
• Unplug and plug in the power cord and restart the computer.
 My documents are not showing up when I go to the print release station.
• The print job is more than the allowed 25 pages outside of the library. (12 pages double sided is
24 pages). This includes multiple copies that will add up to a total of more than 25 pages. In the
library, the limit is 60 pages.
• Check to make sure that the user is logged onto their computer using their TXST Net ID.
• Ask what type of file they are printing and where the file came from. Some files from TRACS or
other online websites may not print. Save the file to the desktop and print the saved document.
• Try printing the document using the letter option instead of duplex.
 I am unable to download a program that I need for my class.
• Our computers are preloaded with a standard set of software and plug-ins and thenEnd
are locked
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down for security reasons. They may not be altered.
NETWORK CABLES
When attempting to identify the source of a
problem, begin by checking all connections.
The flashing light
indicates a connection.
Network and power
cables plugged in the
back of the computer.
Network and power
cables plugged in the
back of the printer.
TIP
Check all power cords, connections or network cables when a disconnect or loose
connection could be the problem. On occasion the problem is the cable itself.
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REPORTING ISSUES
REPORTING PRINTER ERRORS & TROUBLESHOOTING PROBLEMS
Whenever a student worker comes across a printer error or troubleshooting problem that they are unable
to identify or to fix they are required to place an out of order sign on the printer and submit an incident
report. (This is discussed in the LA and HLA responsibilities training modules).
Include the computer/ printer number,
a brief but specific description of the
problem, signature, and date.
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PRINTER RESTRICTIONS
Printer Restrictions
In all ITS labs (excluding Alkek Library) there are several printing restrictions which includes:
 25 page limit per print job most labs - 60 page limit in the library
 $25.00 balance limit for the semester (this much is provided free of cost)
 Each page (one side) is 1 cent
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ALLOWABLE PAPERS
PAPER SIZES
Currently, in our labs, we only offer printing on the standard letter size (8 ½” X 11”) paper. We provide a
standard weight (20 lb.) paper in letter size for users to print on.
SPECIALTY PAPERS
Any unusual paper, (weight, thickness, texture, etc.) must be approved before user’s can print on it in the
labs. Some papers and transparencies can damage the hardware. Most photographic paper will jam in
the printers, but the HP brochure paper that is semi glossy is thinner and can be used. Whenever a user
wishes to use a paper that the assistant is unsure about, the user must produce the packaging that is
clearly labeled as suitable for laser printers before they are allowed to. Most cardstocks will need no
approval for use, but particularly heavyweight cardstock may cause a problem. Absolutely no paper with
foil (gold, silver, etc.) may be used, even if it is only part of a crest or a header on the paper. Foils are
likely to melt, burning and coating parts of the printer.
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RESTOCKING PAPER TRAYS
During each lab check, or whenever it becomes necessary, Lab Assistants are required to restock printer
trays. Lab Assistants should carefully stock the new paper and should avoid overfilling EACH tray as this
is often the cause of printer jams. The paper should be about a ½ an inch below the fill line. A good rule
of thumb for the bottom tray is to fill the tray level with the arrow marking.
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TONER CARTRIDGES
There are two types of toner cartridges that we currently in the ITS academic labs:
 Those with item numbers ending in 64X – for the HP LaserJet P4515
 Those with item numbers ending in 90X – for the HP LaserJet 600 M603
 Those with item numbers ending in 281X – for the HP LaserJet M606
NOTE: Always make sure to select the appropriate cartridge for each printer model. If you are unsure
which ink cartridge box belongs to which printer, you can check by locating the numbers on the old printer
cartridge.
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REPLACING TONER CARTRIDGES
When the printer ink gets low, a warning message will appear on the printer options screen.
Before replacing toner cartridges, try re-distributing the toner by removing the cartridge from the printer
and gently rocking the cartridge. Replace the toner in the printer and try printing again. If the print
remains light, then replace the cartridge. Some laser printer toner cartridges are recycled after they are
depleted.
Remove the new cartridge from the box for replacement. Once the cartridge has been replaced put the
USED cartridge into the printer box, mark it with an ‘X’ in the red square sticker on the box and place the
box in the area designated for used cartridges. If the cartridge is leaking toner or otherwise broken, write
‘BAD’ on the red square sticker so that the cartridge is fixed before being re-used.
TIP
The toner in the cartridges is a dry powder. If there is a spill, try dusting or
vacuuming it up. Once it is wet it becomes ink-like and is likely to stain.
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REPLACING TONER CARTRIDGES
Open the top cover.
Grasp both sides of the
print cartridge and
distribute the toner by
gently rocking the print
cartridge.
CAUTION: Do not touch the shutter or surface of the roller
Remove the used print cartridge
from the product.
Remove the new cartridge
from the bag. Place the used
cartridge in the bag for
recycling
Remove the shipping lock and
the shipping tape from the new
print cartridge. Discard these
according to local regulations.
(If the toner has been recycled
the lock and tape will already
have been removed.)
Align the print cartridge with
the tracks inside the product,
insert the print cartridge until
it is firmly seated, and close
the top cover. After a short
time the control panel should
display READY!
Installation is complete. Discard the used cartridge as
instructed by ITS policies and procedures. Thank You