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Printing and Scanning Tips for Staff


Scanning is free for all library users. Scans may be saved or emailed in a variety of file types:

  • PDF
  • Searchable PDF
  • MS Word
  • MP3
  • TIFF
  • PNG

Watch the Scannx training webinar [recorded].

Library users must supply their own USB drives to save their scans. Scans may be saved in a variety of file types. USB drives may be purchased at the Moffitt Copy Center, third floor.

Alternately, patrons can now scan to their email addresses or cloud-based storage services if they use the following:

Email Services:
Microsoft Live

Cloud Services:
Google Drive
One Drive

Common problems and contacts for library staff

Moffitt Copy Center (Moffitt Library, third, floor, to right of main entrance):; 643-7427

Library Systems:

Issue Resolution/contact
Problem scanning to email If patrons are receiving authentication issues when attempting to scan documents to their email addresses, have the patron perform the following:

For gMail and bMail:

Go to My Accounts in gMail or bMail and select Sign-in & Security, then scroll down to Connected apps & sites, change Allow less secure apps: to ON.

In most cases, Allow less secure apps: is turned OFF, click on the slider to the right to turn it on.

For Yahoo mail:

A setting change regarding security settings within the patron's Yahoo account will need to be made in order for Yahoo email to work with Scannx. To modify this settings, have the patron log into their Yahoo account and conduct the following:

  1. Go to the following URL:
  2. Look for the setting, "Allow apps that use less secure sign in" and enable it.
    This will allow Yahoo account users to send scans from the Scannx Bookscanners to their Yahoo email accounts.
    In each case, if the user wants to turn off the setting, they can follow the instructions and switch off the setting.
    Guests and visitors may be able to change their email security settings on their personal mobile devices.
    For bMail, gMail, and Yahoo, two-step verification is not compatible with scanning to email. Two-step verification must be turned off in order to scan to email.
"Scanner not detected" error The scanner has timed out. Press and hold the power button on the right side of the scanner for 3 seconds.
Blank screen on scanner display The scanner has timed out. Press and hold the power button on the right side of the scanner for 3 seconds.

"User not found in database" error

If a library patron is receiving the “User not found in database” error when attempting to process a print job from a Public PC, ask them to resubmit the print job using their Calnet login name (name only – not the entire email address). If the print job continues to fail, collect the following information and submit a ticket to the help desk: Patron name: Calnet login name: Email Address ID number from the front of their Cal1 card: 5 or 6 digit number on lower bottom of the back of the Cal 1 Card, see below: Once LCIS receives this information, it will be manually added to the Pharos database. Once this is completed, the patron will be able to successfully print from a Public PC workstation.

More Cal 1 Guest Cards needed Contact Moffitt Copy Center or pick up cards there.
Credit for failed print jobs Refer user to Moffitt Copy Center. Credit can only be provided at the Moffitt Copy Center desk during normal business hours. Users must present Cal 1 Card or Department Card and a description of the problem encountered. Credits will be credited to Cal 1 Debit accounts. Guest card users will be given a card that is credited with the failed print job amount.

Printer is out of paper, toner is low, printer paper jams, other printer problems.

Contact Moffitt Copy Center; they will either resolve the issue or refer it to Library Systems for resolution.

Connectivity problems (Pharos print release station not connecting to server, errors saving to a flash drive, etc.) Send email to Library Systems helpbox (see below for specific information needed in the e-mail)
Printer job not appearing at release station Have user refresh the Pharos print release screen on the top right corner of the screen. If this does not work, have user log off on lower right corner of Pharos print release station screen and re-tap or re-swipe their card. If the print job doesn’t appear, the user may have erroneously entered their Cal 1 ID number or incorrectly entered their CalNet Username. If either of these situations is the case, the user will need to re-scan their material and correctly enter their information to complete the transaction.

This may also relate to a low balance on Cal 1 debit account and requires the user to confirm they want to continue.

Have the user send the print job again and wait 15 seconds at their PC to confirm the message that they want to print. Then proceed to Pharos print release station.

Error messages on equipment

Send email to Library Systems helpbox (see below for specific information needed in the email)

Broken scanner/printer equipment

Send email to Library Systems helpbox (see below for specific information needed in the email)

Guest Card activation error Users must enter the correct Guest Card number on the back of the card, and information for their credit card exactly as it appears in the credit card company’s records.

Cal 1 user account balance error

Students, faculty and staff using their Cal 1 cards have different types of funds on their cards: debit funds or meal plan points. To print, sufficient funds must be in the debit account on your card (separate from your meal points).

Cal 1 user account error (such as “SVC plan” error) Generally these messages indicate the person’s account needs to reactivated, or has insufficient funds in the debit account as outlined above.

  • Refer user to Cal 1 Card Office, 180 Cesar Chavez Center, Lower Sproul Plaza, (510) 643-6839, or
User has only cash (no credit card) Cash cannot be accepted at print/scan stations. Users must add funds to a Cal 1 Card or Guest Card from a credit or debit card with Visa/Mastercard emblem.

  • Refer to Moffitt Copy Center if they have the item they need to print from a flash drive (they can pay cash)
  • Refer to Guest Card staff if they want to add cash to a Cal 1 Card – Housing Cashier’s Office, 2610 Channing Way, second floor
  • Refer to off-campus copy shops or public library for general needs
Pharos Update failed message. When you see the Pharos Update message, just click OK and proceed with scanning and printing. Pharos software attempts to update itself every seven days. If there are no updates, the Pharos Update failed message appears. This message will also appear anytime other campus units who share the Pharos system with the library add printers or make other changes to Pharos.

To report problems to Library Systems, email with:

  1. Date/time it happened
  2. Exact error message (if available) or description of the problem encountered
  3. User’s name
  4. CalNet username
  5. Cal 1 Card number
  6. Equipment
  7. location and associated numbers and IP addresses
  8. The relevant equipment numbers will be found on the machine under the keyboard, on the front of the computer, etc.

The Moffitt Copy Center can accept cash and debit cards (including those without a Visa or Mastercard emblem) as payment for print/scan services.

The Moffitt Copy Center staff routinely checks printers (paper supplies and toner levels) and address many issues proactively. Printers at all libraries are maintained by Moffitt Copy Center staff (M-F, 8-5) Library locations with heavy printer use between Friday at 5pm and Monday at 8am may designate a secure place to stock paper for library staff to fill printers when Moffitt Copy Center is closed. For arrangements, contact the Moffitt Copy Center.

Department Cards for library units can be requested via a form from Library Business Services. To add additional funds to a library’s departmental card, e-mail Elise Woods at with the Department Card number, staff member’s name, amount requested, and chartstring to be debited.