Logo Utrecht University


Target audience: Staff and Students

Printers (old): How to use the manual feed

This manual explains how to print on different kinds of paper from Word on a Xerox Multifunctional using the manual feed (tray 5). For instance: labels, letterheads or colored paper.

For this instruction stationary (letterhead) will be used as an example.

Some screenshots are in Dutch.

  • This manual is about the old / current Xerox multifunctional printers (shown below left).


  • How do I position paper in the tray?

    Most kinds of paper need to be positioned with the front facing down, but letterheads or other preprinted paper need to be placed facing up. This is to make sure that for preprinted documents with multiple pages you do not need to turn around the order.

  • Ensure that the settings on the printer and in Words are identical

    Microsoft Word documents can be printed on several kinds of paper. It is important that the settings for size (incl. position), the kind, and the color of the paper are set identically in both Word and on the printer.

    Setting the right kind of paper is important also because the printer prints different kinds in different manners. For example, labels are printed using a lower temperature to prevent them from coming loose during printing. Labels also make use of a shorter and straighter paper track, ending up in the middle tray (dark blue part underneath the control panel).


  • Step 1

    • Open or create a document in Microsoft Word.
    • Go to “File”, and click on “Print”.
    • Check whether the desired printer is selected (Black or Colour).
    • Click “Page Setup” (at the bottom of the page).

    You can arrive at the same settings via “Printer Properties”, but in that case the properties will also apply to all other documents in the same Word session, which is not practical most of the time.

    It is also possible to choose a tray right away, but that means you will also have to adjust the paper settings on the printer itself.

    Furthermore, we advise against choosing a tray in this way, because not every printer has the same kind of paper in the same tray.

  • Step 2

    On the tab “Paper”, under “Paper Source” and “First page”, choose “Letterhead” (or the desired paper).

    If you want to print the whole document on stationary, also click “Letterhead” under “Other pages”.

    If you want to print the rest of the document on plain paper, then choose “Default tray (automatically select)” or “Plain”. Please note that if you have selected print on both sides page 2 will be printed on the next sheet. If you want to print page 2 on the back side of page 1, then you do have to choose “Letterhead” under “Other pages”, and print the rest of the document via a different print job using “Default tray”.

    Click “OK”.

    Then click “Print” (see step 1).

  • Step 3

    Go to the printer. Take the desired paper with you (see the tables hereafter). Log in on the printer and go to the “Printen” menu.

  • Step 4

    Place the paper in the manual feed tray, tray 5.

    You will find this tray on the left underside of the machine (you might have to fold it out).

    Position the paper as demonstrated on the left.

    Make sure that the paper guides are neatly closed.

    Tray 5 is capable of containing 100 sheets of 80 gsm (gr/m2), which is a stack of about 1 cm.

  • Step 5

    A menu will appear on the printer that shows which size (“Formaat”), kind (“Soort”), and color (“Kleur”) of paper is selected at the moment (by the previous user) in tray 5.


  • Does the abovementioned menu not appear on the printer? In that case, move the paper in tray 5 a little. The paper sensor will trigger, and activate the menu.

  • Step 6

    Click on the button “Formaat” (size).

    Select “A4 (210×297 mm)”, long side first (see the picture above).

    Click on “Bevestigen” (save) in the top right.

  • Step 7

    Click on the button “Soort”.

    Select “Briefhoofd” (letterhead) (or the desired paper).

    Click “Bevestigen” (save) in the top right.

  • Step 8

    Next, print your job by clicking the red print button (or the green button on the multifunctional itself).

    Do you get an error message stating that the printer needs “hulpbronnen”? In that case, please check whether the size and kind of paper is set correctly. Move the paper a little and the menu will reappear.

  • (Dutch only)

    Bij de UU zijn etiketvellen van Staples in omloop met 3 kolommen en 8 rijen en zonder marges rondom aan de randen van het vel. Die rand is het gedeelte waar de printer niet kan afdrukken.Je kan die marges wel instellen bij de Page Layout op 0,5 cm, maar dan raakt de indeling van de etiketten in de war. Echter als je de pagina-marges instelt op 0 cm, dan zal Word bij het geven van een printopdracht een foutmelding geven dat de marges niet goed staan met de mogelijkheid om de marges te herstellen (Fix) of om de fout te negeren (Ignore); kies dan die 2e optie (Ignore), dan komt het er wel goed uit; als je de 1e optie (Fix) kiest raakt de indeling alsnog in de war. Mocht je per abuis toch de 2e optie hebben gekozen, zorg dan dat je het document niet opslaat, anders moet je de etiket-indeling opnieuw instellen.

Last modified: 31/08/2020

Was this manual helpful? Please help us improve our manuals by providing feedback!