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HP OfficeJet Pro X series - Store Print Jobs on the Printer to Print Later or Print Privately

Introduction

Use the Job Storage feature to store print jobs on a USB storage device installed on the printer for printing later.
note:
A dedicated USB 2.0 storage device with at least 16 GB free space must be installed in the rear USB port. This USB storage device will hold the job storage jobs sent to the printer. Removing this USB storage device from the printer disables the job storage feature.

Enable Job Storage

Enabling job storage on the printer is a four-part process.

Part one: Enable Job Storage on the HP Embedded Web Server (EWS)

Step one: Connect to the Embedded Web Server (EWS)

  1. From the Home screen on the printer control panel, touch the Network button to display the IP address or host name.
  2. Open a Web browser, and in the address line, type the IP address or host name as it displays on the printer control panel. Press the Enter key on the computer keyboard. The EWS opens.
    Figure : Example of an IP address in a browser window
    note:
    If the Web browser displays a There is a problem with this website’s security certificate message when attempting to open the EWS, click Continue to this website (not recommended).
    Choosing Continue to this website (not recommended) will not harm the computer while navigating within the EWS for the HP printer. If this error occurs outside of the HP printer’s EWS, the computer could be at risk.
    Figure : Example of the HP Embedded Web Server home screen
    note:
    To prevent unauthorized printer setting changes, administrators might want to add a password to limit access to the EWS. Click here to learn more.

Step two: Open the Protect Stored Data page

  1. Using the EWS top navigation menu, click Settings.
  2. In the left navigation pane, click Security.
  3. In the Security options list, click Protect Stored Data. The Protected Stored Data page opens.

Step three: Configure the General Settings

  1. To enable job storage on the printer, click the Allow Stored Jobs on this printer check box.
  2. For restricting access to stored jobs, click the Require all print driver Stored Jobs to be PIN-protected or encrypted check box.
  3. To prevent jobs from being stored on the printer where a PIN has not been assigned, click the Cancel all print driver Stored Jobs that do not have PIN protection check box.
  4. If previously stored jobs now require a PIN, click the Add PIN protection to existing Stored Jobs check box, and enter a four-digit PIN using numbers 0-9 in the (0000 - 9999) field.
    note:
    On the HP Embedded Web Server (EWS), PIN may also be referred to as User Access Code.
  5. Next to Sort Stored Jobs by, click the drop-down menu, and select either Job Name or Date.
  6. To save the Protect Stored Data settings, click Apply, or continue to the next section to configure the Temporary Stored Job Settings.

Step four: Configure the Temporary Stored Jobs Settings

The Temporary Stored Jobs feature allows for job storage of Private jobs, Quick Copy jobs, and Proof and Hold jobs. To configure how long to store or delete temporary stored jobs, use the following:
  1. The Retain Temporary Jobs after Restart setting includes three options from the drop-down menu. Select the appropriate option:
    • Do not retain: All temporary stored jobs are removed from the rear USB storage device when the printer is restarted
    • All temporary jobs: All temporary jobs are retained after a printer restart or until the stored job reaches the duration of the Delete Temporary Jobs After setting
    • Personal Jobs only: The printer retains only Private jobs after a printer restart
  2. The Delete Temporary Jobs After setting includes five options in the drop-down menu. Select the appropriate option:
    • Never
    • 1 hour
    • 4 hours
    • 1 day
    • 1 week
  3. To specify how many temporary jobs the print driver stores, enter the appropriate number of jobs in the Temporary Job Storage Limit field.
    note:
    The print driver can store a maximum of 100 temporary jobs.
  4. To save the Protect Stored Data settings, click Apply.

Step five: Save the configured Protect Stored Data settings

  1. At the bottom of the Protect Stored Data page, click Apply to save the configured settings.

Part two: Update the print driver

  1. To download the HP Universal Print Driver (UPD), click Download now.
    note:
    If you are using an HP Universal Print Driver (UPD), job storage is available only with UPD version 5.9.0 or above.
  2. Select the Driver language from the drop-down menu, and then select the Operating system from the drop-down menu.
  3. Click Driver - Universal Print Driver, and then click Download next to the appropriate driver.
  4. Follow the on-screen instructions.

Part three: Install the rear USB storage device

note:
A dedicated USB 2.0 storage device with at least 16 GB free space must be installed in the rear USB port. This USB storage device will hold the job storage jobs sent to the printer. Removing this USB storage device from the printer disables the job storage feature, but the jobs remain on the USB storage device.
  1. Locate the rear USB port.
    note:
    Before proceeding, you might need to remove a USB cover from the rear USB port, which is a plug blocking the USB port until the port is used for the first time.
  2. Install the USB storage device into the rear USB port.
    The control panel displays a The USB drive will be formatted message.
  3. Select OK to complete the procedure.

Part four: Enable Job Storage in the printer properties

  1. Depending on your operating system, click the Start button, and then do one of the following to find the list of installed printers:
    • Click Devices and Printers
    • Click Control Panel, click Hardware and Sound, and then click Printers
    • Click Settings, and then click Printers and Faxes
  2. Right-click the printer name, and depending on your operating system, click Properties or Printer properties.
  3. Click the Device Settings tab.
    Depending on the Universal Print Driver (UPD) that is installed, the following steps may be necessary:
    1. Set the Job Storage to Automatic.
    2. Set the Printer Hard Disk to Installed.

Create a stored job (Windows®)

You can store print jobs on the printer for private or delayed printing.
  1. From the software application, select the Print option.
  2. Select the printer from the list of printers, and then select Properties or Preferences (the name varies for different software programs).
    note:
    To access these features from a Windows® 8 or 8.1 Start screen app, select Devices, select Print, and then select the printer.
    Figure : Print dialog box
  3. Click the Job Storage tab.
    Figure : Job Storage tab
  4. Select a Job Storage Mode option.
    Mode
    Description
    PIN protection printing
    Job deletion
    Proof and Hold
    When selected, this option stores the print job in memory and prints only the first copy of the job, allowing you to check the first copy. If the document prints correctly, set the number of copies to print at the control panel and then print the remaining copies of the print job. You can set the number of proof-and- hold print jobs that can be stored in the printer at the control panel.
    note:
    When using the Proof and Hold option, only one copy of the print job is sent to the printer even if multiple copies are specified in the software application you print from. If multiple copies are needed while using the Proof and Hold option, they must be specified at the control panel.
    No
    After it is released for printing, the proof-and-hold job is immediately deleted from the printer. If more copies are needed, you must reprint the job from the software program. If you send a second proof-and- hold job to the printer with the same user name and job name as an existing proof-and-hold job (and you have not released the original job for printing), the job overwrites the existing job. Proof-and-hold jobs are deleted if you turn off the printer.
    Personal Job
    The job does not print until you request it at the printer control panel. For secure printing for this job-storage mode, you can add a personal identification number (PIN) in Make Job Private/Secure options. If you assign a PIN to the job, the person who prints the job must provide the required PIN at the control panel.
    Yes (optional)
    Automatically after the job is printed or when job retention limit is reached.
    Quick Copy
    Print the requested number of copies of a job and store a copy of the job on the USB storage device connected to the printer so you can print it again later.
    No
    Manually or when the printer is turned off.
    Stored Job
    Store a job on the USB storage device connected to the printer and allow other users to print the job at any time. For secure printing for this job-storage mode, you can add a personal identification number (PIN) in Make Job Private/Secure options. If you assign a personal PIN) to the job, the person who prints the job must provide the required PIN at the control panel.
    Yes (optional)
    Manually
  5. If you select Personal Job or Stored Job in step 4, you can choose to secure the job from the Make Job Private/Secure drop-down menu by selecting PIN to print. Type a four-digit number in the PIN field. When other users attempt to print this job, the printer prompts them to enter this PIN number.
    note:
    On the HP Embedded Web Server (EWS), PIN may also be referred to as User Access Code.
  6. To use a custom user name or job name, click the Custom button, and then enter the user name or the job name.
  7. From the If job name exists drop-down menu, select the appropriate option:
    • Use Job Name + (1-99): Append a unique number to the end of the job name
    • Replace Existing File: Overwrite the existing stored job with the new one
  8. Click OK to close the Document Properties dialog box. In the Print dialog box, click OK to print the job.

Print a stored job

Use the following procedure to print a job that is stored on the USB storage device connected to the printer.
  1. On the printer control panel, touch the right arrow button to navigate to the control panel screen that has the Print from Memory menu. Touch the Print from Memory icon to open the menu.
  2. From the Job Folders list, select a user name. A list of jobs stored under that user name displays.
  3. Select the name of the job. If the job is private or encrypted, enter the PIN.
    note:
    On the HP Embedded Web Server (EWS), PIN may also be referred to as User Access Code.
  4. To adjust the number of copies, touch Copies enter the number of copies, and then touch OK.
  5. Touch Print to print the job.

Delete a stored job

When you send a stored job to the printer memory, the printer overwrites any previous jobs with the same user and job name. If the USB storage device connected to the printer memory is full, the printer control panel displays a No more memory message, and existing stored jobs must be deleted before additional print jobs can be stored.
Use this procedure to delete a job that is stored on the USB storage device connected to the printer.
  1. On the printer control panel, touch the right arrow button to navigate to the control panel screen that has the Print from Memory menu. Touch the Print from Memory icon to open the menu.
  2. From the Job Folders list, select a user name. A list of jobs stored under that user displays.
  3. Touch the name of the job. If the job is private or encrypted, enter the PIN.
    note:
    On the HP Embedded Web Server (EWS), PIN may also be referred to as User Access Code.
  4. Touch Delete, and then touch OK to delete the job.