Students Staff

Managed Print Copy Scan

Information about our Managed Print Copy Scan service including:

  • printing
  • mobile printing
  • photocopying
  • scanning
  • virtual print credit
  • support

If you're looking for bulk print services, plus photo printing, personalised calendars and even printed T-shirts, see Copy Centre.

If you're looking for professional print and design services, for example promotional flyers, posters and bespoke merchandising, see Print Essex.

Help and information


We provide printing services for staff and students. All Canon MFDs are capable of colour printing.

Printing

  • Printing from a student PC

    When you print from a student PC your print job will be held in a secure queue for 8 hours. Print jobs can be released from any Canon MFD across our three Campuses.

    The following print queues are available on all student PCs:

    • Managed Print
      This is the default queue and is set to double sided black and white A4
    • Manged Print (single sided)
      This queue and is set to single sided black and white A4
    • Manged Print (colour)
      This queue and is set to single sided colour A4

    You can adjust the settings of a print job by changing the Printing Preferences in whichever application you are printing from. The Printing Preferences popup allows you to change options such as:

    • Paper Size (some devices support A3)
    • Number of Copies
    • Orientation of paper (portrait or landscape)
    • Colour Print (Black and White, Colour, or Automatic which only uses colour for colour pages)
    • Duplex (Double sided portrait/Long Edge, Double sided landscape/Short Edge, or Single sided/Simplex)
    • Stapling (some devices support stapling)
    • Pages per sheet (prints 1-16 pages or slides on a single sheet)

    Printing Preferences popup
  • Printing from a mobile device

    You can send files to print using your laptop, mobile phone, tablet or from off Campus using mobile printing

    Any attachment that you send from your Essex email account to mobileprinting@essex.ac.uk will be converted to a PDF and added to your secure print queue for 8 hours (students) or 72 hours (staff). Print jobs can be released from any Canon MFD across our three Campuses.

    For help on how to set up your Essex email account on a mobile device, please view the following guides: Set up my email


  • Releasing a print job

    When you print from a PC your print job will be held in a secure queue and can be released from any Canon MFD across our three Campuses.

    To release one or more held print jobs, locate a Canon MFD and follow these steps:


    • Tap your University card on the device to login
      Card login on Canon MFD
    • If you do not have your University card, you can use the touchscreen to enter your University username and password
      Touchscreen login on Canon MFD
    • Select Secure Print Scan from the Menu Screen
      Menu Screen showing Secure Print Scan
    • The screen will display all print jobs currently in your secure queue
      Secure Print Scan Queue
    • Select which jobs you wish to print by touching them on the screen, or touch Select All from the icons underneath the list of jobs
    • Select Print+Delete to print any select job(s). Once released they will be securely erased from both the print queue and the MFD
    • Select Options to view additional print options for the selected print job(s), such as Duplex, Colour Mode, Stapling, Copies and Page Range.
      Secure Print Options
      Touch Set Options to confirm and return to the list of print jobs, or Print+Delete to instantly release the job(s) with these settings applied

  • Printing on headed paper

    After sending your print job to the secure print queue and logging on (see above steps), please load your headed paper in the multi-purpose tray:


    • Open the multi-purpose tray
      Open the multi purpose tray
    • Place the headed paper face down on the multi-purpose tray with the top of the headed paper facing to the back of the MFD
    • A Multi-Purpose Tray menu will pop up, select OK
      Multi-Purpose Tray pop up
    • Select Secure Print Scan from the Menu Screen
      Menu Screen showing Secure Print Scan
    • The screen will display all print jobs currently in your secure queue
      Secure Print Scan Queue
    • Select which jobs you wish to print by touching them on the screen, or touch Select All from the icons underneath the list of jobs
    • Select Options to view additional print options for the selected print job(s).
      Secure Print Options
    • Change the Paper Catalog to MultiTray (A4 80g Normal) (White)
    • Select Print+Delete to instantly release the job(s) which will then take the headed paper from the multi-purpose tray

  • Printing labels

    After sending your print job to the secure print queue and logging on (see above steps), please load your label sheet(s) in the multi-purpose tray:


    • Open the multi-purpose tray
      Open the multi purpose tray
    • Place the label sheet(s) face down on the multi-purpose tray with the top of the label sheet(s) facing to the back of the MFD
    • A Multi-Purpose Tray menu will pop up, select Change to change the paper type
      Multi-Purpose Tray pop up
    • Select Detailed Settings to view additional paper types
      Multi-Purpose Tray paper type menu
    • Scroll throught the list and select Labels (118-185g/m2), then select OK
      Multi-Purpose Tray Labels paper type
    • Select Secure Print Scan from the Menu Screen
      Menu Screen showing Secure Print Scan
    • The screen will display all print jobs currently in your secure queue
      Secure Print Scan Queue
    • Select which jobs you wish to print by touching them on the screen, or touch Select All from the icons underneath the list of jobs
    • Select Options to view additional print options for the selected print job(s).
      Secure Print Options
    • Change the Paper Catalog to Labels (118-185g/m2)
    • Select Print+Delete to instantly release the job(s) which will then take the label sheet(s) from the multi-purpose tray

  • Printing from a USB storage device

    You can print PDFs and image files from USB storage devices at any Canon MFD by following these steps:


    • Tap your University card on the device to login
      Card login on Canon MFD
    • If you do not have your University card, you can use the touchscreen to enter your University username and password
      Touchscreen login on Canon MFD
    • Insert your USB storage device into the USB socket on the device (found on the right side of the device around from the touchscreen)
    • The following screen will appear after a few seconds:
      USB mode selection
    • Select Print from Memory Media
    • Select the location of the file on your USB storage device using the touchscreen
      USB print location
    • Select which file you wish to print by using the touchscreen
      USB file selection
    • Touch Print to view print options, or Display Image to view a preview of the file
    • Select the additional print options for the selected file, such as Duplex, Colour Mode and Copies. Touch Start Printing when ready to print
      USB Print Options
    • Please eject your USB storage device by selecting the eject icon using the touchscreen
      Eject USB location

  • Printing from a staff PC

    When you print from a staff PC your print job will be held in a secure queue for 72 hours. Print jobs can be released from any Canon MFD across our three Campuses.

    The following print queue should be present on all staff PCs:

    • Managed Print
      This should be set to be the default queue and by default prints double sided black and white A4

    You can adjust the settings of a print job by changing the Printing Preferences in whichever application you are printing from. The Printing Preferences popup allows you to change options such as:

    • Paper Size (some devices support A3)
    • Number of Copies
    • Orientation of paper (portrait or landscape)
    • Colour Print (Black and White, Colour, or Automatic which only uses colour for colour pages)
    • Duplex (Double sided portrait/Long Edge, Double sided landscape/Short Edge, or Single sided/Simplex)
    • Stapling (some devices support stapling)
    • Pages per sheet (prints 1-16 pages or slides on a single sheet)

    Printing Preferences popup
  • Set up a staff laptop on the wired network

    If you do not have the Managed Print queue on your docked Windows staff laptop, please follow the steps below and then refer to the Printing from a staff PC guide on this page:

    • Click start
    • In the search box, type \\isswin287
    • Click enter
    • Right-click on the Managed Print printer
    • Click Connect... and follow the steps on screen

    If your staff laptop is only wireless, or is not docked, you will need to use the Printing from a mobile device guide on this page


  • Set up a staff Mac on the wired network

    Drivers are required to print from a Mac over the wired network.

    • Sign in to the software hub
    • Search for Canon
    • Select Canon Print Driver
    • Download the driver and follow the setup instructions included.

    If your Mac is only wireless you will need to use the Printing from a mobile device guide on this page


  • Printer locations

    Canon multi-function printers (MFD) are provided at various locations across our three Campuses, including the following locations:

    Colchester Campus

    • All IT labs
    • Silberrad Student Centre
    • Albert Sloman Library
    • Orangery
    • Limehouse

    Southend Campus

    • The Forum: Open Study Space, Info Point
    • Gateway Building: IT Lab, 2nd and 3rd Floors
    • Clifftown Studios: Clifftown Lab

    Loughton Campus

    • Library and IT Centre
    • Hatfields House
    • Roding House Gerry Raffles Room, Cafe
    • Unit 4

  • A3 printing

    We provide A3 printing at various locations across our three Campuses, including the following:

    Colchester Campus

    • Silberrad Student Centre
    • Albert Sloman Library

    Southend Campus

    • The Forum: Open Study Space, Info Point
    • Gateway Building: 2nd and 3rd Floors
    • Clifftown Studios: Clifftown Lab

    Loughton Campus

    • Library and IT Centre
    • Hatfields House
    • Roding House Cafe
    • Unit 4

  • Reporting a problem

    If there's a problem with the printer or if it's out of paper, contact the IT Helpdesk and reference the MPCS number that can be found on a silver sticker on the front of the device.

Printing for students is now free!

Good news! As of January 2019 your printing is free! #EssexLovesYou

Refunds are available on outstanding credit, please view the guide below on how to receive yours. Please note that refunds are only available up until 31st July 2019

  • Fair usage

    Please be sensible about how much you print and think of your carbon footprint. Usage is monitored and subject to a fair use policy.

    If you exceed a fair usage, your ability to print and photocopy using the University printers may be suspended.

    We have analysed the average number of pages printed per year in 2017-18 and these figures were, Undergraduates (177), Post Graduate Taught (340) and Post Graduates Research students (480). Printing less than this is considered "fair use".

  • Be smart with colour printing

    Do you need to print your document in colour?

    Colour printing uses significantly higher volumes of toner compared to black and white and can cost the University almost 10 times more. Please print colour only where necessary and not merely reduce wastage and cost, but also reduce our carbon footprint.

    All of our print devices and default print queues have been set to black and white double sided A4 to help our Green Impact

    If you do need to print or copy in colour, please use the Automatic colour option, which will only use colour toner for pages that feature colour.

  • Ensure a greener future

    Help reduce our carbon footprint

    Our new and improved manged print copy scan service has included the introduction of a number of energy-saving initiatives such as setting double sided and black and white printing as default, secure print release, and scan options at every device.

    If you consider that 500 sheets of paper equates to 6% of a tree, actions like these will not only reduce wastage, but will also reduce our carbon footprint too.

    Please think how you might be able to reduce the amount of printing and copying you do, so that you can help with our Green Impact.

  • Credit refunds

    Any unused credit left in your old printing account that you have paid for yourself, will be refunded.
    You will not receive a refund for any unused credit that has been paid in by other means, for example by your Department.

    To recieve a refund for any outstanding print credit please visit myEssex student portal where you will be notified of any eligable refund amount and asked to verify or update your bank details for processing the refund.

    An example of credit refund eligability is reproduced below:

    Student Jimmy has credit of £4.55
    This is from Cash of £10
    Web pay £5
    And printing costs of £10.45
    Jimmy gets £4.55

    Jane has credit of £2.70
    This is from Department funds of £10
    Jane has printed £7.30
    Jane gets nothing £0

    Billy has credit of £7.95
    This from Department funds of £20
    Billy has put £5 on in cash
    Billy has printed £17.05
    Billy gets £5

We provide photocopying services for staff and students. All Canon MFDs are capable of colour photocopying.

Photocopying

  • Copyright and photocopying

    Copyright gives legal protection to the creators of original material against unauthorised exploitation of their work and covers the reproduction, publication, dissemination or performance of anything that is written, printed, recorded, or produced in any form, including printed and electronic material, illustrations, films, recorded music, computer software, and all intellectual property. Copyright in the UK is governed by the Copyright, Designs and Patents Act 1998, as amended.

    The law permits the copying of copyright material for private study and research within certain limits:

    • one article from an issue of a journal
    • up to one chapter or 5% (whichever is greater - but no more than 5%) of a book
    • one poem or a short story or up to ten pages from an anthology
    • up to 10% (maximum) 20 pages per short book (without chapters), report, or pamphlet
    • one separate illustration, diagram, photograph or map up to A4 size, but, if an integral part of articles/chapters, they may be included in the extracts identified above.

    The copying of copyright material strictly limited as follows:

    • the purposes of research for a non-commercial purpose
    • the purposes of private study which must not be directly or indirectly for a commercial purpose
    • criticism and review
    • reporting of current events


    More information on Copyright and how this applies to photocopying can be found on the Library Services Copyright page.

  • Legal limitations of colour copier usage

    The Canon copiers are limited by image recognition to not allow colour copies of the following to comply with legal restrictions. This list is a guide only and not a complete listing. You should seek legal advice if in any doubt.
    Attempting to copy any of the following may result in the Canon copier shutting down and being unusable for a period of time.

    • Paper money, vouchers
    • Negotiable instruments
    • Certificates of Deposit, Passports
    • Government Service or drafts drawn by Governmental agencies
    • Immigration papers, Badges or insignia
    • Bonds or other certificates of indebtedness
    • Internal Revenue Stamps (cancelled or uncancelled)
    • Cheques or drafts drawn by Governmental agencies
    • Licences and Registration documents for motor vehicles

  • Photocopying a document

    To make a photocopy of material, locate a Canon MFD and follow these steps:

    • Tap your University card on the device to login
      Card login on Canon MFD
    • If you do not have your University card, you can use the touchscreen to enter your University username and password
      Touchscreen login on Canon MFD
    • Select Copy from the Menu Screen
      Menu Screen showing Copy
    • The screen will display vartious options that can be used for Copying, by default copying is set to Black and White
      Copy Options
    • Number of copies can be entered using the keypad next to the touchscreen
    • The Green button at the bottom of the keypad will start the copy job with your selected settings
    • The Red button at the bottom of the keypad will stop the copy job
    • Select Color allows you to copy in Colour (Automatic will only use colour for colour pages)
    • Copy Ratio allows you to increase or decrease the page size (e.g. from A4 to A3)
    • Finishing allows you to add staples or ecostaples on devices that support these features
    • 2-Sided allows you to choose whether to copy single sided, double sided, and which orientation the pages will be
    • Copy ID Card is a quick way to copy both sides of an ID Card or Passport on a sigle sheet of paper
    • Options gives several pages of additional features, such as adding page numbers, hiding staple/hole punch marks, and cropping/redaction
    • The Yellow button at the bottom of the keypad will reset all settings to their default
  • Photocopying an ID card or driving licence

    To make a black and white photocopy of an ID card, driving licence or passport, locate a Canon MFD and follow these steps:

    • Tap your University card on the device to login
      Card login on Canon MFD
    • If you do not have your University card, you can use the touchscreen to enter your University username and password
      Touchscreen login on Canon MFD
    • Select Copy from the Menu Screen
      Menu Screen showing Copy
    • Select Copy ID Card from the Copy menu screen
      Copy ID card option
    • The sceen will show instructions for placement of the ID card
      Copy ID card menu screen
    • Lift the document feeder up exposing the glass of the flatbed scanner
    • Place the ID card face down on the top left corner of the flatbed scanner, leave a 1cm gap at the top and to the left of the ID card
    • Close the document feeder to cover the glass of the flatbed scanner and the ID card
    • Press the Green button at the bottom of the keypad, this will take a copy of the front of the ID card
    • Lift the document feeder up exposing the glass of the flatbed scanner, turn the ID card over, keeping its position at the top left corner of the flatbed scanner
    • Press the Green button at the bottom of the keypad, this will take a copy of the back of the ID card and then output the photocopy of both sides of the ID card
    • The Yellow button at the bottom of the keypad will reset all settings to their default

    • Legal limitations prevent colour copies to be made of ID cards, licences and passports

We provide scanning services for staff and students. All Canon MFDs are capable of colour scanning.

Scanning

  • Copyright and scanning

    Copyright gives legal protection to the creators of original material against unauthorised exploitation of their work and covers the reproduction, publication, dissemination or performance of anything that is written, printed, recorded, or produced in any form, including printed and electronic material, illustrations, films, recorded music, computer software, and all intellectual property. Copyright in the UK is governed by the Copyright, Designs and Patents Act 1998, as amended.

    The law permits the copying of copyright material for private study and research within certain limits:

    • one article from an issue of a journal
    • up to one chapter or 5% (whichever is greater - but no more than 5%) of a book
    • one poem or a short story or up to ten pages from an anthology
    • up to 10% (maximum) 20 pages per short book (without chapters), report, or pamphlet
    • one separate illustration, diagram, photograph or map up to A4 size, but, if an integral part of articles/chapters, they may be included in the extracts identified above.

    The copying of copyright material strictly limited as follows:

    • the purposes of research for a non-commercial purpose
    • the purposes of private study which must not be directly or indirectly for a commercial purpose
    • criticism and review
    • reporting of current events


    More information on Copyright and how this applies to scanning can be found on the Library Services Copyright page.

  • Scan to Email (Scan to Self)

    You can scan to your Essex email account at any Canon MFD by following these steps:


    • Tap your University card on the device to login
      Card login on Canon MFD
    • If you do not have your University card, you can use the touchscreen to enter your University username and password
      Touchscreen login on Canon MFD
    • Select Secure Print Scan from the Menu Screen
      Menu Screen showing Secure Print Scan
    • Select Scan on the Secure Queue screen to access the Scan menu
      Secure Print Scan option
    • Select Scan to Self
      Secure Scan menu
    • Select the scan options, such as Duplex and Resolution
      Secure Scan options
    • The Green button at the bottom of the keypad will start the scan with your selected settings and the scan will be previewed on the touchscreen. You can scan from both the document feeder on top of the MFD or the flatbed scanner (for books or ID documents)
    • You can scan additional documents into this PDF before sending by repeating the above steps, or touch Next to send the scan to your Essex email account which should take between 1 to 3 minutes to arrive

  • Scan to another email address

    To send a scan to another email addres, first scan to your Essex email address using the instructions above and then Forward the received email to the address you wish to send the scan to.

    This ensures that you have a record of the scan being sent by you to the recipient on your Essex account


  • Scan to USB storage device

    You can scan to USB storage devices at any Canon MFD by following these steps:


    • Tap your University card on the device to login
      Card login on Canon MFD
    • If you do not have your University card, you can use the touchscreen to enter your University username and password
      Touchscreen login on Canon MFD
    • Insert your USB storage device into the USB socket on the device (found on the right side of the device around from the touchscreen)
    • The following screen will appear after a few seconds:
      USB mode selection
    • Select Scan and Store in Memory Media
    • Select the location where you want the scan to be saved on USB storage device using the touchscreen
      USB scan location
    • Select the scan options, such as Duplex, File Format, File Name and Resolution
      USB scan options
    • The Green button at the bottom of the keypad will start the scan with your selected settings and the file will be saved to your USB storage device. You can scan from both the document feeder on top of the MFD or the flatbed scanner (for books or ID documents)
    • Please eject your USB storage device by selecting the eject icon using the touchscreen
      Eject USB location

A better, greener printing service is here

Printing has become easier and more secure as part of our new centrally managed printing services – which launched in student areas in March, and staff areas from April. Find out more.

  • How do I print from a docked Windows laptop or Mac?

    Printing from a Windows laptop on the wired network

    • Click start
    • In the search box, type \\isswin287
    • Click enter
    • Right-click on the Managed Print printer
    • Click Connect... and follow the steps on screen

    Printing from a Mac on the wired network

    Drivers are required to print over the wired network.

    • Sign in to the software hub
    • Search for Canon
    • Select Canon Print Driver
    • Download the driver and follow the setup instructions included.

  • What happens if I don’t have or can’t find my staff card?

    Unlocking the Canon devices is much quicker using your staff card, but they can be unlocked via your Essex username and password using the on-screen keyboard
    If you can’t find your card or your current card is not working with the new Canon devices, please contact HR to arrange for a new staff card to be produced


  • What happens about Paper?

    Paper is provided centrally at no charge
    Canon devices in corridors, shared areas, and those that are student facing will be topped up during the week and are monitored to ensure paper is always available
    A stock of paper can be held locally for Canon devices that are located with a department/section, to replace paper in this stock please follow depending on your Campus:

    Colchester Campus

    • Contact Central Stores and request paper, quoting MPCS number of the Canon device Central Stores will then deliver paper to the agreed drop off point (e.g. Department Office) the same day

    Loughton Campus

    • Contact mpcslc@essex.ac.uk and request paper, quoting MPCS number of the Canon device The Managed Print Copy Scan Service will then deliver paper to the agreed drop off point (e.g. Staff Office) the same day

    Southend Campus

    • Contact mpcssc@essex.ac.uk and request paper, quoting MPCS number of the Canon device The Managed Print Copy Scan Service will then deliver paper to the agreed drop off point (e.g. Department Office) the same day

  • Why is the centrally provided Paper not white?

    In 2018, the University made Steinbeis our preferred paper supplier for meeting our sustainable procurement policy requirements.

    They are committed to producing an environmentally friendly product; their paper is made from 70% newspaper waste, they do not use bleach, they power their factory with river water – which ends up cleaner coming out of the factory than it was when it went in – and they use the ink extracted from recycled paper to form bricks which can then be used for fuel. The paper is not as white as paper produced through a bleaching process but promotes a sustainable message and is widely used across Europe.

    Extensive testing both during procurement and deployment of our new managed print service has shown that this paper performs well with these new Canon devices.


  • What happens about Toner?

    Toner is provided centrally at no charge
    All Canon devices automatically order their own toner from Canon ahead of time
    Canon devices in corridors, shared areas, and those that are student facing are monitored to ensure toner does not run out, low toner is replaced by IT Services
    Toner will be delivered ahead of time to departments/sections who have a Canon device located in their area


  • How do I report a fault?

    Status of the Canon devices is monitored by both IT Services and Canon, location and status will also viewable on https://findyourway.essex.ac.uk/, you can also check this site to see if a fault has been resolved
    Canon devices in corridors, shared areas, and those that are student facing will be responded to by IT Services within 4-hours (core: Mon-Fri, 9am-5pm, key student areas: evenings and weekends)
    Departments/sections who have a Canon device located in their area will ideally have one or more Print Champions who have been trained on how to add paper, change toner, remove jams and other common easy-to-fix faults. Print Champions will receive status updates for the device in their area
    Print Champions/experienced users will be able to clear easy-to-fix faults faster than logging a ticket with IT Services, but if no Print Champions are available please contact desk@essex.ac.uk quoting MPCS number of the Canon device and description of the fault
    Faults requiring a Canon Engineer are also responded to within a 4-hours average (Mon-Fri, 9am-5pm)
    If you encounter a faulty Canon device you can use any of the other Canon devices around Campus to Print/Copy/Scan until the fault is resolved


  • What happens if there is an error while I’m printing?

    As the solution is designed to be secure, if a device encounters and error that cannot be immediately fixed by the user, the job will be deleted – requiring the user to resend the job and use a working device
    We expect very few users to experience such an error, but it may be worth checking paper levels before releasing a particularly large print job


  • What are the specifications of the new Canon Devices?

    Canon imageRUNNER ADVANCE C5560i

    • A3, Colour, 60ppm, auto document feeder, stapler, touchscreen interface
    • Link to datasheet

    Canon imageRUNNER ADVANCE C3530i

    • A3, Colour, 30ppm, auto document feeder, stapler, touchscreen interface
    • Link to datasheet

    Canon imageRUNNER ADVANCE C356i


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