TOSHIBA BUSINESS SOLUTIONS
Gwen Dick 303-262-5815
gwen.dick@tbs.toshiba.com
5540c, 3040c, 2040c Series Color Cheat Sheet
PLACE COPY FACE UP IN DOCUMENT FEEDER AND FACE DOWN ON GLASS, MACHINE WILL
AUTO SORT IF USING THE DOCUMENT FEEDER.
FULL COLOR
Select to copy all pages in color. Processed black for pages with black print. All are charged as a color
copy.
BLACK
Select to copy all pages in Black.
AUTO COLOR
Choose to copy some pages in color and some in black. Machine auto reads each page to determine if page
is in color or black/white.
REDUCTION AND ENLARGEMENT
Select Zoom 100% ORG→COPY
-Use one touch preset buttons. UP and Down buttons allow for manual adjustments in 1% increments
-Specify both Original and Copy size and machine will automatically fit page to selected size paper
-Select Photo Zoom to enlarge standard size photos to standard paper sizes
MIXED ORIGINAL SIZES
Choose to copy different paper sizes as one job (ex, Legal/Letter)
Select Zoom, Select Mixes Size in the Original Column
DUPLEXING
Choose 2 Sided 1→1 SIMPLEX Button
2→1 DUPLEX – 1 sided originals as 2 sided copies
2→1 SPLIT – 2 sided originals as 1 sided copies
2→2 DUPLEX – 2 sided originals as 2 sided copies
Book→2 (copies book on glass ending 2 sided)
Select which side of book you will begin copying and which side will be the last page—(ex.
Right→Left – choose based on book as you are looking at it before you place it in the glass)
Open book and place in glass with orange line as center for book
Press start to scan 1st page
Turn the pages and place on glass
Press start to scan next pages
Select Copy Final Page
Press Start to finish copy (*Press Finished rather than Copy Final Page if both pages are desired as
last pages.)
FINISHING OPTIONS
Select FINISHING
SORT for copies to be collated (Machine will auto sort when using the document feeder unless
Function
Clear Button has been pressed)
STAPLE positions based on how original is placed and how paper drawer is set
ROTATE SORT if paper drawers have Letter and Letter R paper. Each set will be rotated to
collate. (Useful if finisher has not been purchased)
MAGAZINE SORT
Place letter sized originals in consecutive order in document feeder.
Select paper size for magazine
Select Finishing button
Select Magazine Sort under Binding
Pages will be put in order and fit to paper selected. Fold document in half after removing from
finisher. Document will be in magazine form.
MAGAZINE SORT & SADDLE STITCH
Set pages for magazine sort (see above)
Finished pages are folded and stapled in center
SADDLE STITCH
For documents preformatted. Pages are folded and stapled
FOLDING
Center fold will fold landscape pages in half. (LT-R, LG, LD)
Magazine Sort & Center fold will put pages in order and fold up to 25 sheets for regular paper up
to 24lb bond and 10 sheets for 25-28lb bond.
HOLE PUNCH
Select for 3 hole punch on letter paper
Place paper in Letter R position in document feeder and paper drawer for 2 hole punch on the top.
COPY QUALITY
Select ORIGINAL MODE
Options include: PHOTO to copy a photograph, TEXT for no pictures, TEXT/PHOTO for combined text
and pictures, PRINTED IMAGE for publication originals, MAP for text on dark colored background,
IMAGE SMOOTHING for black copy quality finer than the normal black mode.
AUTO –Select hollow filled left arrow to lighten
–Select filled right arrow to darken
PROOF COPY
Select to print 1 sample copy to check that settings are set correctly before starting a large copy job.
PAPER DRAWERS
Change the settings if paper drawer when size or type of paper in paper drawer has not been changed.
–POP UP appears in some machines (Did you change the paper size?) Yes
Make sure that size, direction and type of paper is registered
–If Pop Up doesn’t appear
Select User Functions
Select Drawer
Select correct drawer and paper size
*Paper Type—Select for thicker paper (Up to 140# index as Thick 3 can be run through the paper
drawer), covers, inserts, or special paper.
BYPASS TRAY
Place paper in the bypass tray (Face Down for Letterhead)
Select size of paper size on the copy side from screen that pops up
*Paper Type – Select for paper other than plain paper (such as thick paper or transparencies)
STOP A COPY JOB
Press Stop and Memory Clear when it appears on touch panel
Or Select Stop, Job Status, Delete
FUNCTION CLEAR
Clears all setting to the default settings
INTERRUPT
Press Interrupt
Set next original
Press Start
When finished select INTERRUPT again to resume original job
JOB STATUS
Status of copy, print, fax jobs are displayed
Highlight job and press delete to cancel a copy or print job
Select delete when “delete ok” screen appears
PAUSE
Choose to put a job in the print list in the “Wait” Status. The job is now paused and will not print
even when its turn comes. Printing of the next job starts. To print job in “Wait” status: Select the
desired job and press Resume. (*Must have 10 jobs in queue to move jobs)
MOVING JOBS
Jobs need to be in the “Wait” Status to be moved. Select the paused job in the print list and then
select Move. Select the position you want the job moved and it will come under the selected job.
(*Must have 10 jobs in queue to move jobs.)
RECOVERY INFORMATION
Jobs that can’t be printed because of specified paper not available or some other reason will be
skipped. Select Recovery information to resolve the Skip and follow the directions on the screen.
EDIT FEATURES
Highlight the feature and press ? to display information of feature.
IMAGE SHIFT
Select to shift image right, left, top, bottom, book
Select margin amount (12mm=1/2”)
EDGE ERASE
Select to erase edges of a document (12mm=1/2”)
DUAL PAGE
Allows facing pages of book to be copies 1 sided or 2 sided (also useful for copying checks or odd
size originals from the glass)
Choose 1 side to copy pages on 2 separate sheets of paper
Choose 2 side to make duplex copies on 1 sheet of paper
Open book and place on glass centering on the orange line
Press Start
Place next original and Press Start
Select Finished when complete
COVER SHEET
Set paper drawer for Covers mode (see above at paper drawer) If no drawer is selected, the
machine will select the bypass tray.
Select EDIT
Select Covers
Select desired cover sheet button
Press Start
When all originals gave been scanned Press Finished
*Both Sided: If printing on both inside and outside of the front or back cover is selected, 2 sided
copying must be selected from the basic screen.
INSERT SHEET
Set Paper drawer for Inserts mode (see above at paper drawer). If no drawer in selected
the machine will auto select the bypass tray.
Select EDIT
Select Sheet Insertion
Select Copied of Blank for printed insert of blank sheet
Use keypad to enter page number
Select set
Repeat step for page numbers as needed
Press Enter
Press Start
*When COPIED is selected, a copied sheet is inserted into the specified page. When BLANK is
selected, a blank sheet is inserted into the page before the specified page.
TIME STAMP
Time and date is printed on copies
PAGE NUMBER
Select to add page numbers to the copies. Choose where to place it on the page and the starting
page number.
JOB BUILD
Select to copy different settings for different pages within the same job.
You can change from document feeder to the glass when copying, but not select different paper
drawers.
Select EDIT
Select NEXT
Select Job Build
Press Enter
Select settings tor 1st part of job
Press Start
Change settings for the next pages
Press Start
Continue until all originals have been scanned
Select Job Finish to print
IMAGE DIRECTION
When printing single sided documents to double sided in the landscape direction, select Image
Direction to have both pages exit with a book binding (both pages open to the left not the top).
OMIT BLANK SHEET
Select to omit printing a blank sheet of paper within a document.
OUTSIDE ERASE
Select ON when copying a book on the class or leaving the lid open. The portion of the glass not
covered will not be black around the edges. Always leave the lid open when copying with this
feature.
IMAGE
Select for advanced color adjustments and image settings
Color Balance YMCK – Select to increase or decrease amount of specific toner used for the
image. Can adjust low, mid, and high tones.
RGB Adjustment – Lighten or darken red, green, or blue
ONE TOUCH ADJUSTMENT – Warm, Cool, Vivid, Clear Marker
BACKGROUND ADJUST – Allow for adjustment of the density of original’s background. Press
lighten or darken as needed.
SHARPNESS
MONO COLOR – All print or image in a solid color
SATURATION – Select to adjust level of density of color for image.
PRINT BUTTON
PROOF
For print jobs sent as proof from computer
Select proof
Highlight job and select release to print or select delete
PRIVATE
Select for print jobs that have been sent with code from computer
Select private
Select your user name
Touch password
Type in password (numeric keypad is also available)
Enter
Highlight individual document or select all
Touch release to print
SETTING UP PRIVATE JOB AT COMPUTER
Select Properties
Select Private Print from the drop down menu under Print Job
Click on the box with 3 dots next to private and enter password (can be alpha/numeric)
Select OK, OK, OK
PRINTING FROM USB (Must be PDF, Tiff, or JPEG format)
Put the Memory Stick in slot on the front of the machine
Select the Print button
Select USB in drop down menu
Select document to print
*Touch Open if focument is in a folder and select document
*Choose Setting for multiple copies, 2 sided, and staples.
Select Print
*DO NOT REMOVE USB WHILE JOB IS PROCESSING
SCANNING TO USB
Press Scan Button
Highlight USB
Select File Name for keypad to appear to type name. Press OK.
Can change the file format to PDF, SLIM PDF (if full color), TIFF, JPEG
*select Preview to view image of scan at the copy machine.
Press green scan button
*Select OK to accept scan of using preview screen of choose other options
e-FILING
This allows storing and printing of documents stored on the hard drive of the copy machine. Documents
can be scanned or printed into the Public Box or individual User Boxes. Documents can be viewed on the pc using
the ip address of the copy machine and selecting e-filing on the Top Access screen. Documents can be combined
and managed through E-filing at the computer.
STORING DOCUMENTS IN E-FILING AT COPIER
Select STORAGE on the copier screen after finishing settings
Store to E-filing
Press Box/Folder
Select box to store document
Press OK
Press Document Name
Select Clear at keypad and type name of document
Press OK
PRINT THIS DOCUMENT? appears. Select Yes or No
Press green Start button
STORING DOCUMENTS IN E-FILING FROM COMPUTER
Select File
Select Print
Select Properties
Select Print Job tab
Select Store to E-filing
Choose Box to store document
Press OK, OK
PRINTING STORED DOCUMENTS
Press e-Filing button on control panel
Select Box
Select Document
Select Print to print 1 copy
Select Settings for multiple copies – Put in copy count with keypad and select finishing options
before printing. Then press Print,
*(Select Open to view thumbnail of document on screen. Select specific page of document to
print. Or select Return to print whole document.)
CREATING UDER BOXES
Press e-Filing button on control panel
Select Box Setting
Press a blank box
Select Box Name and type name
*Password is optional (Type password, Select Set, Retype password)
Press Enter
SPACE AVAILABLE
400 documents can be stored in a box or folder. 200 pages per document.
27 GB for total e-Filing space.
SCANNING
SCAN TO FILE – scanning to a shared file
Select Scan
*Scan Settings – Page 1: Options include Color Mode, Resolution, Original Mode for Photos, Rotation,
Single/2sided Scan (Book or Tablet binding), Original Size for Mixed Sizes or size not auto detected.
Page 2: Compression, Omit Blank Page, Outside Erase (scanning on the glass with the lid open), Page 3:
Exposure, Contrast, Background Adjust, Sharpness.
Page 4: Saturation, RGB Adjust.
Select File
Touch File Name for keypad. Press OK. Time and date are options, too.
Choose File format from drop down menu.
Multi is default where all pages are 1 document or file. Single has each page as its own file.
Press OK, Scan
*Or Select Preview before you select Scan to view an image of the document on the screed.
Select Continue to scan more pages. Press OK to accept scan.
SCAN TO USB
Press Scan Button
Highlight USB
Select File Name for keypad to appear to type name. Press OK.
*Select Preview to view image of scan at the copy machine.
Press green Scan button
*Select OK to accept scan if using preview screen of choose other options
SCAN TO EMAIL
Select Scan
*Scan Settings – Page 1: Options include Color Mode, Resolution, Original Mode for Photos, Rotation,
Single/2sided Scan (Book or Tablet binding), Original Size for Mixed Sizes or size not auto detected.
Page 2: Compression, Omit Blank Page, Outside Erase (scanning on the glass with the lid open), Page 3:
Exposure, Contrast, Background Adjust, Sharpness.
Page 4: Saturation, RGB Adjust.
Select Scan to Email
Touch File Name for keypad. Press OK. Time and date are options, too.
Choose File format from drop down menu.
Multi is default where all pages are 1 document or file. Single has each page as its own file.
Press OK, Scan
*Or Select Preview before you select Scan to view an image of the document on the screen.
Select Continue to scan more pages. Press OK to accept scan.
TEMPLATES
Scanning may be set up under templates. The template would include the address and settings as a preset.
CHANGING TONER
Toner low message will appear when the toner level is still at 25%. That is still lots of toner. Touch Job
Status and Toner to check the levels. You can wait until message appears Toner Empty, Replace Cartridge.
If you change it before it is completely empty, you have to go in there to reset the counter. A screen pops
up that says, “Replace Toner Cartridge”. Touch that screed and select “Yes” and then select the color you
are changing.
ONLINE TRAINING
Go to copiers.toshiba.com. Under support and drivers, Select Interactive Training. Select your model.
This is always available.
PAPER JAMS
Read message on the display to check the jam position. Look for the light green levers to release paper and
pull gently.
TURNING MACHINE OFF
You do not need to turn off the machine. It has power save auto enabled when delivered. It will go to low
power when it hasn’t been used for a specified amount of time. That time can be changed. Or you can
touch Energy Saver to put it in low power on demand.
TOSHIBA FAX
SENDING A FAX
Choose FAX button on panel
Highlight Preprogrammed Fax Number Or Use Keypad to enter number
Press Start
*Select OPTION to change resolution, exposure, and set different paper size
*Select ADVANCED, 2 SIDED SCAN for a 2 sided original (Fax is received as a single sided document)
MANUAL GROUP SEND
Highlight Preprogrammed Fax Number Or Use Keypad to enter number
Select Multi
Repeat above steps until all numbers are entered
Press Start
*Touch DESTINATION to see review of all numbers selected
PROGRAMMED GROUP SEND
Touch Group
Select Name of Group
Press Start
MONITOR/PAUSE
Use when wanting to hear what is happening on phone line
Touch Monitor to hear
JOB STATUS
Select FAX to see if fax is still waiting to be sent
Select LOG, SEND to see the status of past faxes that have been sent
FAX SET UP
User Functions
Admin
Touch Password
123456
FAX
Select TERMINAL ID to add Name and Fax Number
Return
LIST/REPORT
Report Setting
Communication Journal – Select Always of On Error for memory, direct and multi sends.
PROGRAMMING FAX NUMBERS/EMAIL ADDRESSES AT COPY MACHINE
Select User Functions Button
Select Address Book
Select an empty box
Select Entry
Touch First/Last Name and keyboard appears to add names
Select Enter
Choose Fax Number/Email address
Use keypad to add address
Select Enter, Enter
5540c, 3040c, 2040c, Key Operator Color Series
Counter
Counter, Total Counter, Print Counter. *Select Print Out Total Counter for a copy of the total counter list.
Shut down machine
Press POWER button until sound is heard and “shutdown in progress” appears on the screen. Confirm the
ON/OFF lamp is not lit and then turn power off with the main switch if machine won’t be used for a long period of
time.
Power Save
Machine goes into Auto Power Save and then Sleep Mode automatically. Press ENERGY SAVER button
for equipment to immediately enter sleep mode.
Dept Codes at Copy Machine
Select Counter, Department Management, Touch Password, Use keypad to enter 123456, Select Dept
Registration, Highlight Empty Box, Select Change, Type Name, OK, Use Keypad for numeric code, OK, Retype
code, OK (*can put limits for color/black), OK, Return, Dept Management-Enable, (*Select NO LIMIT BLACK if
dept codes are used for color only.)
Select Print Out Dept Codes for account totals. Select Reset All Counters – Clear – Yes – AFTER printing out
totals.
(*Call trainer of service to disable codes for printing, scanning, and faxing.)
Cleaning the Slit Glass and Main Charger (for color except 5540c Series)
Clean the slit glass by using the wand inside the front cover. With the pad side down, run the wand back
and forth where each of the blue arrows is under the toner and developer area. Do that 2-3 times. Repeat for each
color and black. You may wipe the pad with a lint free cloth (not paper) to clean it off.
Pull out the knob next to the blue arrows. Pull it way out a few times for each color and black. Please do
this when the message “Slit glass cleaning and maintenance appears” and when you change any toner.
Calibration for Color Machines (Not Fiery printing)
User Functions, Admin, Password, 123456, General, Calibration, Copy, Calibration, Set printed test chart
on the glass with the black boxes to the left, Press Start, Calibration, 600 dpi Print, Calibration, Set printed test chart
on the glass with the black boxes to the left, Press Start.
Registration
User Functions, Admin, Touch Password, Use keypad to enter 123456, Enter, General, Registration.
(*helps prevent shadows when copying/printing in color)
Job Status
Select Job Status, Toner (shows current toner levels in copy machine)
Online Training
Open Internet Explorer
Go to copiers.toshiba.com
Under Support, Select Interactive Training Manual
Select your product line such as 4520 Series
Misfeeds From Paper Drawers
Always make sure that the paper in the drawer matches the same size as noted on the screed of the copy
machine. LT is letter (8 ½ x 11) in the portrait direction, LT-R is letter in the landscape direction, LG is legal (8 ½ x
14), LD is ledger (11 x 17), ST is statement (5 ½ x 8 ½).
Setting Paper Drawer for Thick Paper
Select User Functions, User and Drawer. Make sure the correct size is selected. Then choose Paper Type.
Choose Thick 1 for 90lb index and 60lb cover stock, Choose Thick 2 for 110lb index and 74lb cover stock, Choose
Thick 3 for 140lb index and 93lb cover stock. The bypass tray also has Thick 4 which goes to 100-110lb cover.
TOSHIBA TOP ACCESS FOR NEW COLOR
Find IP address at copier
User Functions, Admin, Touch Password, 123456, Enter, Network, TCP/IP, IP address.
Open Internet Explorer and type in IP address
Device Tab
View general info about copier such as toner availability, paper size and availability, paper jams. Alerts, etc
Job Status
Check for current jobs processing for copying, printing, and faxing. Deleting a job is an option in this
screen.
Logs
View past print, copy, fax transmissions, and fax receptions.
Registration
Register Templates
Address Book – Select to add fax addresses and email addresses. Select Add Address to add information.
Highlight current address to edit.
Counter
Select total count to view copy, print, and fax totals.
Enable Department Codes
Select Login, User Name is admin, Password is 123456, Login
Select Counter tab
Choose Department
Select New
Type in Name
Type in Code
*Can set limitation for full color of black/ maximum output
Choose Administration Tab at Top Right
Select Security
Department Code ENABLE
Department Code Enforcement STORE TO INVALID LIST
PRINT (to print jobs that don’t have a valid code)
DELETE (to delete from invalid jobs in Job Status)
Choose what features will require a dept code to use. Enable or Disable.
Exporting/Importing Department Codes
Login as Administrator, Select User Management, Export/Import, Select option such as Department
Information (Small/Large Counter), Create New File, Double Click on File and Save.
E-filing
Can view, email and print documents stored in efile. Can Cut and Paste to build new document. Client CD
has program to back up efile boxes.
Set Up New Box (can be password protected)