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More than Just a Copier: How to Copy, Fax, and Scan


At our library, we have a powerful machine capable of carrying out multiple functions to suit the needs of our patrons. Though it may seem intimidating at first, it will become routine once the various processes have been completed a few times. This guide will assist in getting the basic needs for patrons, and it should clear any questions one may have about the machine.

The easiest way to navigate around the functions of the copier is to make sure that the session starts on the home screen. Returning to the home screen is easy; press the silver home button on the left side of the screen. Please note that all jobs print out on to the finishing tray to the right.

Also, patrons will make their own copies, scans, and faxes. Staff is available to those who may need assistance.


One of the Primary Functions: Copying

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Pricing: $0.50 Color copies/printed side
$0.20 Black & White/printed side



Making copies using the Automatic Sheet Feeder:


The feeder is located on top of the machine, and it speeds up the loading process by already having the papers that need to be copied in an orderly stack. Use only with regular sized paper in decent condition. Folded or older paper may jam the feeder or tear the old paper; it is best to use the scanner with these.

Put papers to be copied in order and all facing up.

2. Place face up onto the feeder with the long sides of the paper toward the left and right (rather than having the long sides up and down). Make sure the edges are all together and the long left side is all the way to the left “in” the feeder. A light should turn on if properly inserted.

3. Copy options will appear on the screen asking for black and white or color copies. Select appropriate option.

4. Enter the number of copies to be made.

*Hint: If making a large batch, test it by using a small sample of a few pages before making the entire batch.

5. Push start on the lower right of the machine. The papers should be automatically fed and scanned.

6. After the job is completed, don’t forget the original papers or to push the home button for the next time the machine is used.

7. Pay for the copies at the Reference desk.


Making copies by scanning.

This is the more traditional way of making copies. If the paper is in bad shape or is too big or small for the auto sheet feeder, this would be the method to use when making copies.

1. Lift up the top part of the copier; not by the Auto sheet feeder tray.

2. The paper scans and prints in portrait mode. This means that 8 ½” is on top, and 11” is on the side for a standard size sheet of paper. If anything is placed outside these margins, then larger paper will be used. The margins are printed along the edge of the glass. Use these as a guide when making copies.

3. When everything is in place, close the lid.

4. Copy options will appear on the screen asking for black and white or color copies. Select appropriate option. Push the copy button on the home screen if these options aren’t showing.

5. Enter the number of copies, then press the start button.

*The scanner may not pick up small documents (License, SSID, etc.) when placed on the glass. Use the ID Card Copy option on the home screen.

6. Don’t forget the originals on the glass or to return to the home screen.

7. Pay for the copies at the Reference desk.


Making copies with special requests.

Sometimes a copy is out of the ordinary such as an ID Card Copy, a double sided copy, a copy with a zoomed-in image of the original, or a copy made on special paper. The following will explain how to do each of these tasks, if assistance is needed, ask a staff member for assistance.


Making an ID Card Copy:

ID Card Copies allow both sides of a card to be printed on one side of the paper. These copies may also be in color or black and white.

1. Select ID Card Copy on the home screen.

2. Copy options will appear on the screen asking for black and white or color copies. Select appropriate option.

3. Use the glass scanner for making copies.

4. Enter the number of copies.

5. Place the card face down in the upper right of the scanning area and close the lid. Press the start button. This will scan the front side of the card.

6. Open the lid and flip the card in the same position. The machine will automatically print the other side of the card underneath the front side.

7. Close the lid and Press the start button. The copies should print.

8. Remember to take back originals, and press the home button.

9. Pay for the copies at the Reference desk


Making a double sided copy:

To make a double sided copy, you will need to use the auto sheet feeder. If the document is not compatible with the auto sheet feeder, make a copy of it using the scanner first. Doing this will make it compatible with the feeder.

1. Load papers into the auto sheet feeder.

2. Copy options will appear on the screen asking for black and white or color copies. Select appropriate option.

3. On the center-right of the screen, there will be the 2-sided copy menu.

4. Here there will be some options to choose from.

a. 1-Sided -> 1-Sided – this is the normal way of copying.

b. 1-Sided -> 2-Sided – this is for one sided originals that need to be double sided when copied.

c. 2-Sided -> 2-Sided – this is for double sided originals that need to be double sided when copied.

d. 2-Sided -> 1-Sided – this is for double sided originals that need to be one sided when copied.

5. After the appropriate option has been chosen, enter the number of copies.

6. Press the start button.

7. Take back documents, and press the home screen button.

8. Pay for the copies at the Reference desk. Remember that the charge is per printed side.


Making a copy with a zoomed-in image:

This can be a little tricky; it may also take some trial and error. The following instructions should help get satisfactory results. This works best when the scanner is used.

1. Load original onto the scanner.

2. Copy options will appear on the screen asking for black and white or color copies. Select appropriate option.

3. On the bottom left of the screen, there should be the “Reduce/Enlarge” option. Press this to access the scaling options.

4. The will be some options to choose from, or you can make up your own.

a. Any number smaller than 100% will shrink the original.

b. Any number greater than 100% will enlarge the original.

c. Generally the preselected settings will get the desired size. Look at each one and read the sizes.

5. After all of the selected options are selected, return to the copy screen using the “OK” button in the top right corner. The settings should be saved.

6. Enter the number of copies, press start, and check the final outcome.

7. Take back any original documents, and press the home screen button.

8. Pay for the copies at the Reference desk.


Making a copy with special paper:

Whether the paper is photo paper, card stock, or stationery, the copier should be able make the copies. Either the auto sheet feeder or the glass scanner may be used.

1. Follow the steps as before, stop when you get to the copy screen.

2. On the left side of the machine, there is a bypass tray that will pop open. This is where the special paper will be loaded.

3. Load the side(s) of the paper to be printed face down with portrait orientation.

4. A notification will show the bypass tray options. Select the appropriate page size and type. Press “Ok” to return to the copy screen.

*If selecting a paper type makes it unable to copy, select another paper type or just go with plain paper.

5. On the copy screen, there should be a “Paper Supply” menu in the center left; this is the tray select. Press the “More…” button, then select tray 5, then press the “Ok” button.

6. Enter the number of copies, press start, and check them.

7. Take back any original documents as well as any unused paper, and press the home screen button.

8. Pay for the copies at the Reference desk. Prices are half if special paper was used.


Printing from a flash drive.

This function is only available for PDF and JPEG files.

1. Be sure that the home screen is displayed.

2. Insert the USB drive in the USB port towards the left of the screen.

3. The screen will change and show two options. Select the “Print from USB” option.

4. There are only two file types that the copier will recognize (JPEG and PDF.) If there is a file that is on the USB drive that the copier recognizes, then the copier will print the file. If no file is recognized, our terminals can print any other file.

5. Select the file needed to print.

6. After a file is selected, change the options at the bottom of the screen as needed.

7. Enter the number of copies, and then press the start button.

8. Printing the document may take a moment. Wait until printing is complete.

9. Check the printout once it is completed.

10. Remove the USB drive and return to the home screen.

11. Pay for the copies at the Reference desk.


This is about it as far as copying goes. If there are any questions, or not sure of something, ask a staff member for help.


A Secondary Function: Faxing


Sending Faxes: $1.50 for the first page, $0.50 each following page.
Receiving Faxes: $0.50 each page
Each distinct number dialed constitutes a different fax. For each different fax, the first page is $1.50.
A cover sheet provided by the library is free and does not count as a sent page in the total.


Sending a Fax.

1. Press the on-screen “Fax” button.

2. Enter “1” then the fax number for long distance (“out of local”) and 800 numbers.

3. Place the pages to be faxed on top of the copier into the auto sheet feeder. (Pages should be face up and the long side to the left with the cover sheet on top.)

4. After confirming the fax number, press the Start button.

5. The papers will then automatically feed through the scanner.

6. Depending on the amount of pages to be faxed, it may take a while.

7. Press the “Job Status” button towards the left of the screen to monitor the fax.

-If it says “paused” the fax is not sending. This could be due to a busy number, an incorrect number or the receiving machine being unavailable. The machine will try again on its own every 3-5 minutes.

8. Once the fax is finished, a confirmation page should print.

8. If it shows “Confirmed” towards the top of the page, the fax was sent. If it shows something different, resend the fax. Only “Confirmed” faxes will be charged

9. Bring the Confirmation page to the reference desk. Staff can determine the final cost of the fax by using the confirmation page.


Receiving Faxes

Patrons are welcome to receive faxes on our machine, subject to a charge of $0.50 per received page. Fax number: (361) 358-8694. If a fax comes in for a patron and they are not present to receive it, we place it in the “FAXES” binder at the reference desk. Received faxes will be kept for 30 days.



Scanning: Digitize Documents


Pricing: Free of charge

Scanning should be an apparent function of the copier. It’s a great feature to have and an even better one to know how to use.

Scanning to a USB Drive

Patrons are able to scan documents to a USB drive with the machine.

1. Be sure that the home screen is displayed.

2. Insert the USB drive in the USB port towards the left of the screen.

3. The screen will change and show two options. Select the “Scan to USB” option.

4. Once the drive is in place and the options are selected, enter a file name, if desired, by using the File Name option in the bottom right of the scanning screen. This is the name that will appear with the associated scan on the USB drive.

5. Place the documents to be scanned on either the sheet feeder or the glass.

6. Press the start button on the right.

a. If the sheet feeder was used, the scan will end when all the paper has been used.

b. If the glass was used, only one page will be scanned to the file.

7. Don’t forget to take back any documents or the USB drive.

8. Press the home button when finished.

This guide should help in most situations when dealing with the machine. As with all things, practice and repetition will make using this machine easier. If there are any questions, do not hesitate to ask a staff member for help.