Install a Xerox printer by IP address

For this task, you will need:

  • The IP address of the printer (does NOT always agree with the sticker on the printer)
  • The most recent drivers for the printer often downloaded from the manufacturer site (this is usually directly from Xerox and can be found by searching the printer model name e.g. Versalink 7030)
  • Admin access to the computer
  • A userid (code) on the printer (a departmental admin will assign this)

Note: If one wants to print from home while using a university printer via this method, you must use the Campus VPN in order to connect to the university printers. Once this is complete, follow the instructions below:

Install the drivers

  • For a printer with accounting enabled the desired driver is "PCL6 Driver - Xerox User Interface - Microsoft Certified." 
  • Usually, this is either a .zip file or an executable. In either case, you want to double-click on the file to get the drivers unpacked. Take note of the location that the drivers unpack to.
  • Sometimes, the executable will launch the Windows installer itself. If that happens, close the Windows installer window.

Install the printer

  • In Settings, open "Printers and Scanners"
  • Select “Add a printer” from the top menu.
  • Click “Add device”
  • Click "Add manually"
  • Click "Add a printer using an IP address or hostname"
  • In the "Device type" dropdown menu, select "TCP/IP Device"
  • Enter the IP address of the printer
  • Uncheck “Query the printer and automatically select the driver to use”; then click "Next."
  • On the “Additional port information required” dialogue. Select the “Custom” radio button; leave the default settings, then click "Next."
  • On the next screen, click “Have disk…” and browse to the location your drivers unpacked to, highlight the appropriate “inf” file, and click “Open.”
  • Click “OK” to install the drivers from the location you chose.
  • Choose your printer from the list of printers shown, then click "Next."
  • Click "Next" for the printer name, and the printer will install.
  • Click "Finish", without printing a test page.
  • Open "Printers & scanners."
  • Click the printer name.
  • Select "Manage."
  • Select "Printer Properties" on the left.
  • A window with multiple tabs will appear. Under each tab, follow the instructions below:

Advanced tab:

  • Print directly to the printer.
  • If you did not get the "Have disk..." option above and you do not see the "Configuration tab," click "New Driver..." and follow the wizard through the remaining steps above starting at "Have disk...", then click "Apply" and "OK." You will have to re-open "Printer Properties" to go to the next step.

Configuration tab:

  • Accounting: Select “Always prompt”
  • Uncheck the “Mask userid” box.
  • Optionally, check “Remember last entered code”  box.
  • Under Xerox Standard Accounting or Auditron
    • Default User ID: user accounting code
    • Default Account Type: Default Group Account
    • Leave Default Account ID blank

General tab:

  • Set Preferences (This only has to be set if the user wants to have to enter a code to release their print job. If they want the job to just print out without them having to enter the code at the printer, skip this step.)
    • Job type: Secure Print
    • Enter the passcode twice to save.
      • This passcode will have to be entered at the printer every time you print in order to release the job
      • Press “Release all.”