Combo Equipment – How to Use Hidden Functions

Print, copy and scan combiners – and some can also fax. However often offered additional functions are not used at all, because the allies at the PC are not optimally furnished.

From the inkjet-fax combination to the color laser multifunction device: 3-in-1 or 4-in-1 devices that print, copy, scan and fax are very popular. In addition, multifunction devices send documents on the net, convert paper originals to PDFs or even have their own mail address. However, the complete equipment is often hap- pened.

Adjust the basic settings for the multifunction device

The included Setup Tool allows the functions of the multifunction device under Windows easily adapt. When you start the program, the current device settings are loaded automatically and transferred directly to the device after changes. Follow each step in sequence. After these adjustments, optimizing the profiles and specifications in the stands software suite on that allows you to control operations such as scanning, copying, PC send and receive faxes.

Scan buttons set: The Scan buttons on the device are handy to hand over a document directly into an application or save a file. Both, however, only works if the appropriate software is installed on the PC and you have configured the scan buttons within the software. Only then does the device know how to read the template and how the result should be saved.

Setting the reception mode: In a multifunction machine with fax function, control of the reception mode, if and when the unit answers incoming fax calls. You can usually choose between the reception modes “Fax only”, “Fax / Tel”, “Manual” or “External answering machine”. With “Fax only”, the machine automatically accepts all calls as a fax call, while “Fax / Tel” also accepts all calls, but the telephone ringing in the device or a connected telephone rings when it is not a fax call. How often it rings before calls are answered, determine in the operating menu. You also make sure that the date and timeas well as the station ID to vote.

Software collection

Most manufacturers of multifunctional printers add a whole lot to their devices, including setup and monitoring programs, scanning suites, and creative tools. Apart from proprietary developments, this often involves purchased programs with different operator guidance. In most cases, you can deselect modules that are not required in the installation routine, but it is usually not clear at this time which software components are actually unnecessary. Therefore, it is recommended to have a complete installation. If you have found out which programs you do not need, you can customize the selection.

Some of the included multi-function tools are designed for an autostart when you start Windows without your explicit consent. This may be acceptable for a print status monitor, but a scan tool or a PDF document manager that you rarely need should be excluded from the autostart and started instead if necessary. In Windows 10 disable unnecessary autostart entry through Task Manager, which you can open with a right click on a blank area of the taskbar and the command “task manager”. Switch to the “Autostart” tab, click on the Autostart entries to be excluded with the right mouse button and select “Disable”. In Windows 7 and 8.1, you start the system configuration toolmsconfig and remove the “boot” the tick in front of the entries in question.

 

Reduce consumption costs for copies and printouts

The costs for ink and toner can not be underestimated, especially in combina- tions. Color copies and color prints are quickly made. You can save money by carefully selecting color and black-and-white print jobs by right-clicking on the combi printer and “Print Settings” as the default setting for the multifunction device in the Windows Control Panel under “Devices and Printers” In “Grayscale” and – if available – activate the option “Print entire text black”. The device now only creates color prints when you explicitly activate the color output in the print dialog of the relevant application for the respective print job.

Many print combiners are duplexable and can print the paper not only on the front, but also on the back. Since the two-sided print output not only saves paper, but also benefits the environment, it is also a good idea to set the duplex output as standard in the Windows print settings as described. For letters, photos, and other documents that you want to print one-sided, turn off the duplex output in the individual case in the print dialog of the relevant application.

In addition to the settings for individual photocopies such as copy number and brightness, many multi-function devices offer copying templates or copying profiles that you can customize in the control panel setup menu or browser configuration. An optimization of the copying quality is possible, for example, to produce black-and-white copies instead of color, but less ink and toner.

Change the security settings on the multifunction device

A network printer connected to the Internet via the wireless router is a potential security risk. In many cases, the device is integrated into the network with a standard installation routine and is then left to its own safety. The security settings are mostly unused, and even browser access to the device settings is not protected by a password, so either no password is used or the manufacturer’s default password. This means that not only all the co-users within the network can read and change all configuration parameters, but third parties can reconfigure or block the device without their knowledge when they gain access to the network. If the multifunction device has a fax function, even faxes can be sent unauthorized.

You can prevent this by setting an individual password for administration in the configuration menu. Also check the network prompts that are active by default. For safe operation simply disable all unnecessary protocols.

If the network connection makes trouble

Many multifunction devices are equipped with a network port for sharing by multiple users. However, a network socket does not guarantee that all functions are available on the network. Thus, some multifunctional devices are primarily network printers that provide their multifunctionality only to the device to which they are connected locally. The scanning functions are mostly affected. Conversely, there are functions that are only available within a network, such as sending scans to a particular computer. The manual does not always tell you if and which functions or extras can only be used via a specific connection type.

Solution: Connect the device via a USB cable directly to your host computer and also via a network cable to your router. This means that all the functions offered are available to you, especially on your PC, and to the PCs on the network the functions available in the network.