How do I use a print code on my department's Xerox?


Some departments restrict copying and printing to authorized users only. Every person in this department is given a code to use whenever they want to make copies at the machine or print to the machine from their computers. If someone attempts to print or copy without a code, their job will not go through or they will be denied access on the device's screen. There are multiple combinations of restrictions that departments can decide to enable. For example, anyone can print in black and white without a code freely but any color print jobs will require a code. Some departments may restrict all printing and copying functions.

If the printer prints a sheet that says The print job was deleted because invalid accounting codes were entered or accounting codes were missing. it is because your department uses print codes or you are printing to the wrong printer.

This guide will show you how to utilize these codes in a variety of scenarios.

Before you begin...

  • Check with your department's office manager, program assistant or department admin to see if print codes are required. If so, they will need to add you into the system and give you your print code ahead of time before you are able to print or make copies. MSU Denver ITS is not authorized to give out print codes but can assist you in entering them if you know your code and need help. Check with your department if you do not know your code.
  • You must have already added the printer to your computer. This guide will not show you how to add the printer. If you need to add the printer, check out How do I print on campus?, find the article that applies to you, follow the directions and then come back here.
  • This article is for people that need to use their print code to print jobs. If you are a department admin needing to manage print codes see How do I manage print codes on my department's Xerox?


See the instructions below for your appropriate operating system: WindowsMac, or at the copy machine directly.


  1. Add the printer to your computer if you have not already (see above).
  2. Open a program you can print from such as Microsoft Word, Adobe Acrobat, Notepad etc. In this example we will use a blank Word document.
  3. Click File

Image showing where the "file" button is in Microsoft Word

  1. Click Print

Image showing where the "print" button is in Microsoft Word

  1. Ensure you have the correct printer selected in the drop down menu.

Image showing the printer selection drop down menu in Microsoft Word

  1. If you wish to change any settings such as color/B&W, stapling, paper source etc., click Printer Properties.

Image showing the printer properties menu in Microsoft Word

  1. Make any changes you would like here and then click OK.
  2. Click Print
  3. You will be prompted for your print code in a pop-up window.

Image showing the Xerox accounting user code entry pop-up in Microsoft Word

  1. Enter your code in the "User ID" field and leave all other fields blank or their default option.
  2. Click OK.
  3. You may receive a message that the "Printer status is not available" this is normal and can be ignored.
  4. Your user code will be saved and remembered for next time you print but you must still select OK on this pop-up each time. This is a limitation of the Xerox print driver on Windows and cannot be disabled.


  1. Add the printer to your computer if you have not already (see "Before you begin" above).
  2. Open a program you can print from such as Microsoft Word, Adobe Acrobat, Text Edit etc. In this example we will use a blank Word document.
  3. Click File.
  4. Click Print.

Image showing the file menu in Microsoft Word for Mac.

  1. Ensure you have the correct printer selected in the first drop-down menu.

Image showing the print menu in Microsoft Word for Mac.

  1. From the third drop-down menu labelled "Copies & Pages" select Xerox Features.

Image showing the Xerox features option

  1. If you wish to change any settings such as color/B&W, stapling, paper source etc. do so here.

Image showing the Xerox features options

  1. From the fourth drop-down menu labelled "Paper/Output" select Advanced.

Image showing the Advanced option from the selection drop-down menu.

  1. Near the bottom of the list next to "Configuration" select Accounting...

Image showing the Accounting button on the Xerox features page.

  1. On the following screen, select Xerox Standard Accounting.

Image showing the Xerox standard accounting option

  1. Unselect the check-box next to Print Time Prompt. This will ensure you are not prompted for your code each time you print.

Image showing the options for Xerox standard accounting

  1. Enter your print code in the "Default User ID" field. Leave all other fields set to their default values.
  2. Click OK.
  3. From the second drop-down menu labelled "Presets", select Save Current Settings as Preset...

Image showing the preset save options

  1. Give the preset a name such as "Print Code".

Image showing the preset save screen

  1. The preset should be available for "Only this printer" unless your department has multiple printers with the same print codes enabled on them and no other printers that do not have print codes available.
  2. Click OK.
  3. Click Print.
  4. These settings will be saved as a preset for all applications on your computer. Ensure you have selected your new preset each time you print.

At the machine directly

  1. Wake up the device by walking up to it or tapping the touch screen.
  2. Tap the app you wish to use. DO NOT tap the "Log In" button on the top left. 

Image depicting the Xerox screen at the machine directly

  1. Enter your user code using the on-screen keyboard

Image showing the user code entry screen on a Xerox

  1. Tap Done.
  2. You will now be able to use the device functions
  3. When you are finished, tap your name in the top left-hand corner and tap Log Out.

  1. Tap Log out again on the following screen and the device will reset.


Your print code will be saved for all future print jobs or you will be ready to use at-device functions.


For Windows machines, your user code will be saved by the print driver but you will still have to click "OK" on the dialog box each time you print. This is because Windows derives its print driver settings from the print server. This allows your comptuer to download the correct drivers automatically when you first add the printer but requires us to set defaults for the settings. This is a limitation of the Xerox driver and cannot be changed.

For Mac computers, your user code can be saved in the print driver and you can avoid the pop-up each time you print by turning off the "Print time prompt" option. This is because Macs do not derive their drivers directly from the print server and are downloaded separately instead. This means you have to select your driver model manually (instead of automatically like on Windows machines) but you can change all the settings of the driver individually such as the "Print time prompt" option that creates the authenication pop-up.

When using the copy machine directly, some functions may be restricted while others are not. Pay attention to the red institution logo image of a institution displayed on Xerox copy machines when a function is restricted on the app icons. Your department decided that these apps should be restricted to users with codes.

Color vs. Black and White: Some departments may choose to let their staff print in black and white freely but require print codes for color jobs. If this is the case, you may need to select the black and white option in Step 6 for Windows and Step 7 for Mac to avoid being asked for a code when you submit a job. If you are unsure of the printer's restrictions, check with your department admin, office manager or program assistant.

In the future, MSU Denver ITS hopes to streamline this process and reduce the number of steps our users need to take in order to print. If this process seems cumbersome, know that we are working to improve this in a variety of ways.

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Article ID: 142423
Thu 3/31/22 2:22 PM
Mon 4/4/22 10:57 AM