No Ticket Needed

Appearance

6 min read Recently reviewedBeginner

By , IT support technician

Quick Answer

Most office copiers can print, scan to email, copy, and fax. To print, select the printer from your app's print dialog. To scan, place your document on the glass or feeder and choose Scan to Email on the copier's touch screen.

Understanding Your Office Printer or Copier — A Quick-Reference Guide ​

Applies to: Office multifunction printers and copiers (HP, Canon, Ricoh, Xerox, Brother, Konica Minolta)
Article Type: Informational
Last Updated: 2026-07-10

Summary ​

Office printers can do much more than print. This guide explains what a modern multifunction printer (MFP) can do, where the key parts are, and how to handle everyday tasks like copying, scanning, and adjusting settings.

Prerequisites ​

  • No prerequisites — this is a reference guide for any office worker

Instructions ​

What Is a Multifunction Printer (MFP)? ​

Most office printers are actually multifunction printers — sometimes called copiers, MFPs, or all-in-ones. One machine handles multiple tasks:

FunctionWhat It DoesWhen to Use It
PrintSends a document from your computer to paperYou created a document on your computer and need a hard copy
CopyMakes a paper-to-paper duplicate without using a computerYou have a physical document and need more copies right now
ScanConverts a paper document to a digital file (PDF, JPEG)You need to email a signed form, save a receipt, or archive paperwork
FaxSends a document over a phone line to another fax machineSome industries (legal, healthcare, government) still require faxed documents

INFO

Not every printer has all four functions. Most shared office printers include print, copy, and scan. Fax is less common but still available on many models.

Key Parts of the Printer ​

Here's what you'll find on a typical office MFP and what each part does:

The Touchscreen or Control Panel ​

The screen on the front of the printer is your starting point for copies, scans, and settings. Look for buttons labeled Copy, Scan, Fax, and Settings (or gear icon).

The Flatbed Glass ​

Under the lid on top. Place a single page face-down here for copying or scanning. Use this for thick documents, books, or anything that won't fit through the feeder.

The Automatic Document Feeder (ADF) ​

The tray on top (above the flatbed). Load a stack of pages face-up here for multi-page copies or scans. The ADF feeds pages through one at a time automatically.

Paper Trays ​

Most printers have at least two trays:

  • Tray 1 (or Bypass Tray): The smaller tray for special paper — envelopes, labels, cardstock, or letterhead.
  • Tray 2 (Main Tray): The large drawer that holds standard office paper (Letter or A4). This is where most print jobs pull from.
  • Tray 3/4 (if present): Additional capacity for high-volume environments or a different paper size (like Legal).

Output Tray ​

Where your printed or copied pages land. On large copiers, there may be multiple output bins or a stapler/sorter attachment.

USB Port ​

Some printers have a USB port on the front panel for scanning to a flash drive or printing directly from one.

Common Tasks at a Glance ​

Making a Copy ​

  1. Place your original on the flatbed glass (face-down) or in the ADF (face-up).
  2. On the touchscreen, tap Copy.
  3. Set the number of copies.
  4. Choose 1-Sided or 2-Sided output.
  5. Press Start or the green button.

Scanning to Email ​

  1. Place your original on the glass or in the ADF.
  2. Tap Scan (or Scan to Email).
  3. Enter your email address.
  4. Choose PDF as the file format.
  5. Press Start or Send.
  6. Check your inbox for the scanned file.

Printing from Your Computer ​

  1. Open the document on your computer.
  2. Press Ctrl + P (Windows) or Cmd + P (Mac).
  3. Select the correct printer from the list.
  4. Choose your settings (color/black-and-white, number of copies, 1-sided/2-sided).
  5. Click Print.

Printing 2-Sided (Duplex) ​

  1. In the print dialog (Ctrl + P), look for Print on Both Sides, Duplex, or Two-sided.
  2. Select Flip on Long Edge (standard for documents you read like a book).
  3. Click Print.

Understanding Printer Status Lights and Messages ​

IndicatorWhat It MeansWhat to Do
Ready / Green lightPrinter is online and readyNothing — you're good to print
Sleeping / Dim screenPrinter is in power-saving modeTap the screen or press any button to wake it
Paper JamPaper is stuck inside the machineOpen the indicated door/tray, gently pull out the jammed paper, close everything, and press Resume
Low Toner / Low InkSupply is running lowPrinting continues but quality may degrade; notify your office admin or IT team for a replacement
Toner Empty / Replace CartridgeSupply is exhaustedThe printer stops until the cartridge is replaced
Error / Red lightSomething needs attentionRead the error message on the screen and follow the instructions; if it will not clear, send IT the message word for word and the printer's name from its front panel

Paper Jams: What to Do ​

Paper jams happen to everyone. Here's how to handle them:

  1. Read the screen. The printer tells you exactly where the jam is (Tray 1, rear cover, ADF, etc.).
  2. Open the indicated door or tray.
  3. Gently pull the paper out in the direction it normally travels. Don't yank — torn paper left inside causes more jams.
  4. Check for small scraps. Look inside for any torn pieces of paper before closing everything.
  5. Close all doors and trays. The printer resets and resumes automatically.

WARNING

If jams happen repeatedly in the same spot, the printer likely needs a roller or pad replacement. Report it to your IT team rather than forcing paper through.

Troubleshooting ​

WARNING

If the printer displays a service code (like "Call for Service" or an error code starting with "C" or "SC"), this indicates a hardware failure that requires a technician. Note the code and contact your IT team.

Symptom / ErrorPotential CauseSolution
Printer not listed on your computerNot connected to the same networkSee How to Add a Network Printer on Windows
Copies come out streakyDirty scanner glassWipe the flatbed glass and ADF glass strip with a soft cloth
Scan to email failsEmail relay misconfiguredUse scan-to-USB as a workaround; ask IT to fix the relay for this printer, and tell them whether the failure happens for your own address, external addresses, or both
Paper keeps jammingWrong paper type or worn rollersUse standard 20 lb paper; report repeated jams to IT for roller replacement
Prints are too lightLow toner or inkCheck supply levels on the printer's touchscreen; replace if empty