Paper Facts: Part 3 Paper Type

Posted on by | General Information, Printing | 2 comments

Part 3 of our series about paper looks at the many Paper Types and how the type of paper used can affect the printed image. 

Paper Types Explained:

There are a multitude of paper types that exist that go beyond paper weight and size. These include the printing system the paper is designed for, grain direction, paper color, the smoothness of the paper and any coatings on the medium. There are also a number of additional media types such as envelopes, labels, transparencies and more that are not covered in detail here.

Paper Type Considerations:
  • Paper designed for Inkjet or Laser Printers – On Xerox Multifunction Printers and Copiers, always use paper designed for Laser Printers. Paper designed for Inkjet Printers is designed to absorb ink sprayed onto paper without bleeding and evaporate it quickly for fast drying times. Paper designed for Laser Printers are designed to allow Toner to cling statically to paper before being fused to paper at high heat in a matter of seconds and at high speeds. As such, Inkjet Paper is more porous and absorbent than laser paper. Inkjet Paper also contains chemicals to accelerate ink drying times that may affect the manner in which Toner is bonded to the paper, resulting in poor image quality, poor fusing and Toner rub off. Inkjet paper coatings may also melt and damage parts of the printer.
  • Grain direction, Grain Long versus Grain Short – When paper is manufactured, the fibers within the paper organize themselves in a specific grain direction, similar to wood grain in a wooden countertop. Print grain direction is determined by which direction the fibers run within the paper, if the fibers run parallel with the long edge (Grain Long) or short edge (Grain Short) of the sheet. As paper stocks will often not be labelled with the words “Grain Long” or “Grain” on the packaging, the grain direction can be determined by the direction of the second number listed in the paper size, and may also be underlined (ie: paper size may be listed as 8.5×11 for Grain Long, or listed as 17×11 for Grain Short). As bending paper against the grain offers more resistance than bending with the grain, it is important to print with the grain parallel to the process direction to avoid misfeeds and jams. It is less of an issue when printing jobs on plain 24lb/75gsm paper but becomes critical when printing on paper weights of 32 lb/120 gsm or heavier that do not bend around the rollers as easily. Also, for folding paper, such as for booklets, brochures and more, the folds will have much smoother creases if folded with the grain direction instead of against.
  • Paper Smoothness The smoothness of paper is normally measured on the Sheffield Scale, with the lower the number meaning the smoother the paper is. Typical 20 lb/75 gsm paper (such as Xerox Vitality Multipurpose Paper) measures at around 150; however, more premium uncoated stocks measure in at around 45-60 Sheffield, and coated paper stocks can measure in as low as the 10-30 range. At the other end of the scale, rougher cardstock paper such as those used for covers can reach as high as 300 and beyond. Typically rougher paper jams less frequently than smoother stocks, but smoother stocks often offer higher print resolution and image quality.
  • Coated and Uncoated Paper – Paper comes in uncoated (normal) paper and in varying coated paper varieties. When paper is manufactured, it is naturally uncoated and may have a rougher texture due to naturally occurring microscopic pits and valleys in the medium. Some uncoated paper stocks are flattened out further to make a smoother print surface, but to smooth the surface of the paper even further, the paper is coated with material to fill in the pits and valleys. These coatings may also further vary in that they may have a Satin finish or a Glossy finish. Tray settings that are set incorrectly for the coating on the paper can lead to misfeeds, paper jams, mottle, poorly fused Toner or Toner rub off.
  • Use caution when printing on Coated Stock, Photo Paper or Transparencies – Only use paper designed for Laser Printers. Using paper that is not designed for the printing process selected can lead to print quality issues such as poor resolution and possibly jams; however, in the case of Glossy Paper, Transparencies or Labels, media designed for the Inkjet process or offset printing may use plastics or other chemicals that have a lower melting point and can melt during the print process and damage the internal mechanics of the Xerox printer. For best paper performance, use only paper found on the Xerox Recommended Media List for the Device.
  • Colored Paper – Paper can also come in a multitude of colors, such as pink, blue, or pastels, depending on the required job. Printing on a colored background will affect image quality as it will offset color prints, and in some cases make text difficult to read. Ensuring the paper color setting is set correctly will ensure the printer prints jobs from the correct paper tray.

Information on paper types that are compatible with you printer can be found in the specifications found on the online support for your model printer. Stay tuned for part 4 Paper Quality.

Paper Facts: Part 2 Paper Size

Posted on by | General Information, Printing, Support Tools | 0 comments

Paper size is the next paper fact we will explore. 

Paper Size Explained:

Printer paper is cut from their original rolls at the factory into common or custom sizes depending on use. Some of the common paper sizes in North America are:

  • 8.5×11″ US Letter Size
  • 8.5×14″ US Legal Size
  • 11×17″ US Tabloid Size
  • 17″x11″ US Ledger Size
  • 5.5×8.5″ US Statement Size

In Europe, printers use a different standardization for paper sizes, such as the A standard. Some of the common paper sizes in the A standard are:

  • A0 – 84.1 x 118.9cm (33.11 x 46.81″)
  • A1 – 59.4 x 84.1cm (23.39 x 33.11″)
  • A2 – 42.0 x 59.4cm (16.53 x 23.39″)
  • A3 – 29.7 x 42.0cm (11.69 x 16.53″)
  • A4 – 21.0 x 29.7cm (8.27 x 11.69″)

As a result, A4 and US Letter size, as well as A3 and US Tabloid, are similar in size but are not the same.

Paper Size Considerations:

An incorrectly configured paper tray can result in the following issues:

  • The printer may incorrectly detect the paper size when set to automatically select and the tray guides are set incorrectly – To ensure proper function of the printer, the printer must be configured for the correct media size loaded into the printer. While it is unlikely that the North American and European paper systems will be confused for the other, if the tray guides are set incorrectly, or if attempting to trick the printer into printing on an incorrect media size, the tray size may detect as one size system or the other (ie: paper size automatically detected as A4 loaded instead of Letter size).
  • The application or the print driver may specify a specific paper size – An application (such as Microsoft Word) or the print driver may specify a specific paper size to be printed on. If the specified paper size is not loaded into the printer, the job may be held for resources or generate a fault code.
  • Internals are set electronically for the loaded paper size – Tray guides that are not flush with the loaded media can result in paper misfeeds, print skew or paper jams.

For more information on paper size specifications and how to load the paper trays correctly please see the online support for your model printer. Also look for a video on loading the paper tray on the Xerox Support YouTube channel.  I have included a video on loading the paper tray below.

Join us next time for Paper Facts: Part 3 Paper Type.

Paper Facts: Part 1 Paper Weight

Posted on by | Features, General Information, Printing | 2 comments

Did you know that January is National Papercrafting Month?  Who knew?  I sure didn’t!  Nevertheless, what would be a better time to discuss printer paper then smack-dab in the middle of Papercrafting month?  

Over the next few weeks, we will be discussing all things paper.  Obviously, without paper there is no printing.  The type, weight, size and quality of your paper all affect the quality of your prints.  Today we will look at weight.  This information is from an article in the online knowledgebase.  I am copying it directly for you here.  I do not know who compiled and wrote this article but they deserve kudos for pulling together all of this information in an easy to follow format.  So here we go Paper Weight:

Paper Weight

Paper Weight Explained:

Paper weight is measured in pounds (lbs) or in grams per square meter (gsm). The weight in lbs is determined by weight of a stack of 500 sheets of 17″x22″ paper. In grams/square meter, the weight of the paper is, as implied by the name, the weight of the paper measured in grams of a square meter of paper.

Typically, the basic “Plain” printing paper (such as Xerox Vitality Multipurpose Paper) is 20 lb/75 gsm paper. This paper is branded as multipurpose as it is a good weight for Digital Copiers and Printers, including Laser and Inkjet Printers, and is ideal for everyday use in Office environments. Another commonly used paper weight is 24 lb/90 gsm (such as Xerox Bold Digital Printing Paper), which is smoother and slightly thicker, giving enhanced print quality and resolution, lower opacity meaning less see-through, and a more substantial feel and professional appearance.

There are also heavier weights of paper, such as Bond (28 lb/105 gsm or 32 lb/120 gsm), Lightweight Cardstock (60 lb/163 gsm), Cardstock (80 lb/216 gsm), Heavy Cardstock (100 lb/270 gsm), which are used for different applications, such as printed covers for booklets.

Paper Weight Considerations:

It should be noted that when properly loading the paper and configuring the machine, heavier paper weights require the correct setting to ensure proper function of the printer. Failure to correctly configure the correct settings can lead to the following issues:

  • Internals adjust pressure and speed for thicker paper – As the internals inside the printer electronically set charge, heat and pressure depending on the paper weight setting programmed, an incorrect weight setting can cause issues with friction applied and print speed of the paper as it passes through the printer. This can cause paper to skew, slip, misfeed, jam, image quality issues or cause rapid wear to internal mechanics such as rollers.
  • Heavier paper fuses at a higher temperature – A heavier paper weight means the paper has more mass. A paper type with more mass means that it requires more heat for the paper to heat up in the fusing process for the Toner to properly bond with the paper. An incorrect weight setting can lead to issues with improperly fused Toner, such as smearing or rubbing off.
  • Toner applied differently to different paper weights – Differences in paper weights require the Toner be deposited using different charges when applying Toner to the paper. Incorrect tray settings can cause image quality issues such as or mottled prints, deletions, poor print resolution or light or dark output.

There you have it, paper weights explained.  Next time we will look at Paper Size. 

Your Xerox Supplies Website

Posted on by | General Information, Recycling | 2 comments

Recently we have talked about the Xerox Remote Print Services for supply replenishment and cost of bargain brands and the damage they can cause.  Today let’s look at the North American (NA) supplies website. Supplies sites in other countries or regions may differ. The site offers the opportunity to search by your model number, supply type or by a particular part number. You can compare products to see which will meet your need. The supplies site is available on your computer or mobile device.

The supplies page includes toner, ink, staples, fusers, drums and maintenance kits and more. To access the supplies site you can click the supplies link on the right hand side of the support page for your printer under the headings Product Resources or Owners.  For your paper and media needs consult the recommended media lists that are available on the support site for your machine.

Please check out this short video about replacement cartridges:

You can register for an account on the Supplies site which will make ordering and tracking your orders easier.  You can always order as a guest if you prefer.  Use this page to browse printer accessories, read reviews, see current instant savings offers, and purchase online. If you are not sure what printer supplies you need you can talk to a product expert via the link available on the supplies site.

You can find information on recycling the empty supply cartridges and other recyclable consumables on the supplies page. Please consider recycling to keep those items out of the landfills. Recycling is easy and it is good for the environment.

As always if you have any questions call supplies.  The number for supplies is on the site or you can check for supplies information on the support page for your machine.

Memory, Xerox Printers, Disks and Security: What You Should Know

Posted on by | Security, Support Tools, Technology | 2 comments

Security is always a priority with Xerox. One thing to remember is that many of the Xerox printers and multifunction printers have memory that may contain your data during and after your job prints. There are a couple of ways to determine which types of memory your machine may have – Online Support and/or the following document.  The document explains disk drives or other non-volatile memory.  These resources help to explain ways to manage the memory to keep your information safe.

Product Security Data Protection: Image Overwrite, Encryption and Disk Removal

Not a catchy title but full of valuable information and instructions.

Xerox copiers, printers and multifunction products all contain some type of computer and software that allows them to perform all the tasks and run all the features available on the machine. The internal computers in these machines may have a disk drive or other kind of non-volatile storage. This memory is where the job image data is written during processing. The image may be temporarily written on this memory during processing. On some models jobs can be stored at the machine for later reprint. Xerox recognizes the potential risk of data being recovered from non-volatile storage and has built in features and countermeasures in our devices to help you protect your data.

Jobs may be written to nonvolatile memory like the hard drive during job processing. Generally, when a job finishes, the data is deleted, but may still be recoverable using forensic tools. To safeguard against this possibility image overwrite has been included in many Xerox devices. Image Overwrite effectively eliminates the job data from the hard drive when it is no longer needed. Xerox also scrambles the data with the user data encryption feature. This further protects data from unauthorized access.

Let’s look at the features that Xerox recommends enabling to help secure your data:

  • Immediate Job Overwrite or Immediate Image Overwrite is a feature that deletes and overwrites (with a specific data pattern) disk sectors that temporarily contained electronic image data. Products that use hard disk drives to store job data initiate this process at the completion of each job. This conforms to NIST Special Publication 800-88 Rev1. This should be enabled (and is by default on many products).
  • On Demand Image Overwrite is a manually initiated (can also be scheduled) feature that deletes and overwrites (with a specific data pattern) every sector of any partitions of the hard drive that may contain customer job data. The device will be offline for a period of 20 minutes to one hour while this completes. This conforms to NIST Special Publication 800-88 Rev1. ODIO is effective as an extra protection step when the utmost in security is needed.
  • Disk or User Data Encryption is a feature which encrypts all partitions of the hard drive that may contain customer job data with AES encryption. This should be enabled (and is by default on many products). Encryption can be used in combination with either overwrite feature.

You can learn more about these features and whether or not your machine includes them by reading the document at the link I supplied above.  If you have additional questions you can browse the online support for your specific model of machine, post a question on the Xerox Community Support Forum, or contact your local support centre.

Xerox® VersaLink® and AltaLink® Videos and More Videos!

Posted on by | General, Support Tools, Technology | 1 comments

Are you an owner of one of the Xerox VersaLink or AltaLink printers or multifunction printers or are you interested in learning about these products? If so I want to let you know about the plethora of videos available to introduce and train you on the machine. Plethora being about a dozen on the Xerox Corp. YouTube site and dozens more on the Xerox Support YouTube site.

These videos range from overviews of the products and features to cleaning the device and customizing the home screen to setting up scanning configurations. So much information available in a format that will walk you through in approximately 2 ½ minutes.

So who should view these videos? Anyone that owns a VersaLink or AltaLink just might learn something new about a feature or app that you did not know was included on your machine. Find out about an optional feature that you may not have thought you needed but now find that you do. Anyone interested in getting one of these products can find out what is available by viewing one of the “tour” videos. To see what I am talking about here is the Xerox® VersaLink® B7025-30-35 MFP – Product Tour video.

After you view the videos, you can explore the AltaLink and VersaLink printers / multifunction devices on the product pages or on the support website for the individual models. On the product pages (VersaLink or AltaLink) you will find information on the specifications of the machine as well as information on the configurations available and what features you can find on the machines. On the support pages you can explore the user manuals and guides as well as the cases and solutions for the machine.

As always you can contact Xerox for more information and if you already have one of these printers and need support then search the online knowledgebase for your printer, post your question to the Xerox Customer Support Forum or contact support for help.

Default Password and the 2020 California Password Law (SB-327)

Posted on by | General Information, Security, Technology | 0 comments

The default password as we know it is becoming a thing of the past.  Starting on January 1, 2020 a law in California will change the way passwords are handled.  The new California state law (SB-327) states that manufacturers of any device connected to the internet (IoT-device)  that want to sell their products in California have to equip the devices with “reasonable security feature(s)”.  Manufacturers failing to do so will face enforcement from the California Attorney General and local officials. 

So how does this relate to you? Even if you are not in California you may be impacted by this law.  Manufacturers cannot make this fundamental change to just the products going to California, so the change will be seen everywhere.  What this means is that there will no longer be a universal default password as there is now. The 1111 default does not meet the regulations, so going forward the default password for the printers will be the serial number of the machine.   You should change your system administrator password. Xerox has always recommended that you change the default system administrator password after you configure your printer. Be sure to store this new password in a secure location. 

If you currently have a printer, the default will remain the same until or unless the software/firmware is updated.  Once an update takes place for whatever reason, including service calls and firmware/software upgrades, the new rules will apply and the new default password for your machine will then be the serial number of the printer. Once you change the password, if the new password is lost or forgotten a service technician visit will be required to reset the password.  There is not a way to reset the password remotely.     

Below is a video on changing the system administrator password, the steps are similar on most of the printers and multifunction printers.

Instructions for changing the password are found in the online knowledgebase for your printer at www.support.xerox.com. If your machine gets defaulted to the serial number as the password you should then change it to something else that will be more secure and unique and that you can remember.

The main take away here is that depending on when the device was manufactured or the software/firmware version installed or upgraded, the default administrator password may be the device serial number instead of the original 1111.  Now you know!

Faxing Over IP Networks

Posted on by | Support Tools, Technology | 0 comments

Fax over IP, never thought I would see it but here we are.  It is possible to fax over IP, we used to only be able to fax from an analogue phone line. Landlines were the only way to send a fax, but now not only can you fax from your computer now you can fax over IP or VoIP, FoVoIP, and FoIP.  All of these methods of faxing have possible issues and may not be as reliable as the tried and true analogue phone line. 

 Fax transmissions using IP are sent in packets of data. As the packets move through the network there can be impairments that can affect some, all, or none of the packets at any given time. For example, Packet Delay is almost unavoidable.  Packet Delay is the amount of delay encountered by the packets and is dependent on the length of the path on the network and the congestion of the network from other traffic.  There can also be Packet Loss where the packets cannot be fully recombined on the other end of the transmission.  Packet Jitter is the other possible issue with faxing over an IP network.  Jitter is a variation in the delay between packets and if severe can cause failure of the transmission. 

A customer tip has been developed to offer information on faxing over IP. The document is geared toward the network administrators or service providers to help with configuring settings within an IP network that will be providing telephony service for the Xerox fax device.  Remember that some printers will require a Fax kit if the option is not built into the system and not all printers will have faxing capabilities.  Refer to the specifications of your printer to see if faxing is available. 

Please review the customer tip and share with the appropriate people that will be setting up the network to work with the printer.  Additional information on faxing is found online in the support pages for your printer and in the documentation also found on the support pages. Though analogue is still the preferred method of faxing Fax over IP is now a possibility as long as the network is configured appropriately.    

The Xerox Remote Print Services Advantage

Posted on by | ConnectKey, Features, Support Tools | 1 comments

Xerox Remote Print Services is a free and powerful Tool provided in all our Xerox products.  It consists of Automatic Meter Reads, Automatic Supplies Replenishment and Remote diagnostics. This service saves you time and effort so you can sit back and relax while your printer takes care of getting supplies and reporting meter reads.

Automatic Meter reads automates the task of collecting and submitting meter reads.  It makes the Meter Read process hassle free and less time consuming for you and the reads are always submitted on time.

Automatic supplies replenishment automatically orders certain supplies for your machine as they are needed.  You are less likely to be caught without the supplies you need anymore!!  The orders are based on actual usage so no excess inventory just the right supplies right when you need them.

Remote Diagnostics is available free of charge on newer devices and enabled when the new device is installed.  Remote Diagnostics is a fast way to resolve potential machine issues and receive assistance.  This feature enhances the troubleshooting and repair process.   Diagnostic information from the machine will be sent to Xerox and then troubleshooting information will be returned to the machine to potentially help in resolving the issue.  If the issue requires a technician then the diagnostic information will be available to the technician, this information could make the repair process quicker and easier.

Most Xerox devices come with the Xerox Remote Print Services automatically enabled, some of our more mature (okay older) machines require a simple and free download called Xerox Device Agent – Lite (XDA-Lite).

Xerox Device Agent – Lite (XDA-Lite) is a free Device Manager software application that not only enables Xerox Remote Print Services for the older and newer machines, but also provides a fleet management application that allows you to view the status of all Xerox Devices on your network right at your desktop.

Below is the link to install Xerox Device Agent (XDA Lite) software application US and Canadian versions.

Link to XDA (Xerox Device Agent)

Link to Canadian XDA (Xerox Device Agent)

Link to User Guide

To get more information about these features, check out the Remote Print Services at Xerox.com that covers all the information and has many useful links.  There is even a Device Eligibility Test that will let you know if your Device(s) can take advantage of the Remote Print Services.

If you have additional questions, check out the FAQs for Remote Print Services that will answer your questions about the Xerox Remote Print Services.

Also there is Security White Paper that can answer any security concerns about these Remote Print Services.

Weather and Print Quality

Posted on by | Printing, Support Tools, Technology | 2 comments

Did you realize that the weather could affect your print quality?  Background shading, incorrect colors and other print quality issues can be related to the environment in which your printer operates and your paper is stored.  Humidity is more than the enemy of your hairstyle and static cling it can adversely affect your print quality.   Humidity can increase background on prints, cause curling of the output, and possibly cause paper jams just to name a few issues that can be impacted by the humidity. With color printers environmental conditions, such as temperature and humidity, and variations in paper types all affect a printer’s ability to produce accurate color consistently.

Most Xerox printers and multifunction printers have specific parameters for environmental specifications. The required specifications can be found on the support pages for the printer at www.support.Xerox.com.  Search for environment to find the specifications for your printer. 

Generally, a humidity level lower than 20% Relative Humidity (RH) or higher than 80% RH will affect print quality and can increase the amount of background shading on prints. Make sure the printer operating environment is within specifications to ensure optimal print quality.

Another consideration is the paper. Paper is very sensitive to moisture and the humidity levels within which it is stored. When paper is manufactured, most manufacturers produce paper to strict quality standards including a well regulated level of humidity of between 25-50%. The paper is then carefully sealed into packaging that contains a special lining for maintaining the humidity level of the paper for as long as it is properly stored. It is then loaded into cases and onto wooden pallets with an even surface for shipping to the customer. Paper shipped in this condition is perfect for Xerographic applications, but the freshness of the paper is dependent upon its storage conditions when stored, waiting to be used.

Since paper is made of wood fibers, it exhibits similar behavior as other paper products such as paper towels. Paper that is improperly handled or stored, can be subject to excess moisture from the atmosphere, which can cause the paper to increase in size, warp, curl, stick together or cause issues with toner adhering to the paper.

Print quality issues affected by humidity can be common during months of extreme temperatures, either hot or cold. Air conditioners and heaters can dry the air, significantly reducing the RH level in the printer’s environment.

Make sure to consider the environment your printer will be operating in and your paper will be stored in to make sure the conditions are conducive to the best quality prints. Who knew that humidity could have such an affect on printing?