This guide explains how to set up and manage user codes for printing and copying on the Ricoh IM C3500, and how to set black & white as the default for all print, scan, and copy jobs.
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Prerequisites
You must have access to the Ricoh IM C3500βs Web Image Monitor or the device control panel.
User codes should already be created via the Ricoh printer portal.
1οΈβ£ Enabling User Code for Copying (at the Device)
To require a user code for copying, you must enable User Authentication at the device level.
π On the Ricoh IM C3500:
Press the Home button on the control panel.
Tap User Tools β System Settings.
Go to the Administrator Tools tab.
Select User Authentication Management.
Set User Authentication to On.
Choose User Code Authentication.
Under Function Permissions, make sure Copying is set to require authentication.
Press OK and restart the device if prompted.
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Result: Users must enter their user code before copying.
2οΈβ£ Adding a User Code on macOS (for Printing)
To ensure macOS users are tracked by user code:
π₯ macOS Setup Steps:
Go to System Settings β Printers & Scanners.
Select your Ricoh IM C3500 printer.
Click Options & Supplies β Utility β Open Printer Utility.
In the Printer Utility window:
Select Job Log Settings or Authentication Settings.
Check Use User Code.
Enter your assigned user code.
Click Apply or Save, then close the utility.
β οΈ If you donβt see these settings, download the Ricoh PPD/PS driver from Ricohβs Support site.
3οΈβ£ Setting Default Print to Black & White (macOS & Windows)
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macOS:
Go to Printers & Scanners β Select printer β Options & Supplies β Utility β Open Printer Utility.
Under Color/Black & White settings, choose Black & White as default.
Save and exit.
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Windows:
Go to Control Panel β Devices and Printers.
Right-click your Ricoh printer β Select Printing Preferences.
Go to Detailed Settings β Job Setup or Color Settings.
Set Color Mode to Black and White (Monochrome).
Click Apply β OK.
4οΈβ£ Setting Default Copy and Scan to Black & White (on Device)
π On the Ricoh Device:
Tap Home β Open Copy or Scanner function.
Choose Black & White in the color selection area.
Tap the Program button (usually bottom-left).
Select Program as Default and save.
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Now, copying and scanning will default to black & white. Users can still select color if needed.
π§ Notes
Users can change to color manually per job if needed.
Make sure users are informed about how to adjust color settings on their own devices.