Teacher's Windows laptop or desktop
Access to the BUSD network
Printer name or IP address
Teacher's assigned Department ID
Appropriate permissions to install and configure printers
Canon printer driver (if required) Image Runner Advance DX 6780i
Use this method when the printer is visible to the teacher's computer.
Open Windows Settings.
Select Bluetooth & devices > Printers & scanners.
Click Add device.
Allow Windows to search for available printers.
If prompted to choose a printer source, select Work or school to locate printers shared through the organization.
Find the appropriate printer in the list.
Click Add device or Add next to the printer.
Allow Windows to complete the installation.
Verify that the printer appears under Printers & scanners.
Note: If the printer does not appear, verify the teacher has been granted access through the appropriate Microsoft Universal Print access group. If the printer is unavailable through Universal Print, use Method 2 only if direct IP installation is approved.
Use this method when the printer cannot be discovered automatically and a direct network connection is permitted.
Open Windows Settings.
Navigate to Bluetooth & devices > Printers & scanners.
Click Add device.
Wait for Windows to finish searching.
Select Add a new device manually next to The printer that I want isn't listed.
Select Add a printer using an IP address or hostname.
Click Next.
Under Device type, select TCP/IP Device.
Enter the printer's IP address in the Hostname or IP address field.
Leave the Port name populated automatically.
Click Next.
Allow Windows to detect the printer.
If Windows requests a printer driver:
Select the appropriate manufacturer and printer model from the available drivers.
If the correct driver isn't listed, click Windows Update to refresh the driver list.
If the driver is still unavailable, refer to the Canon Printer Driver Installation section below.
Select the correct driver and click Next.
Enter a recognizable printer name, preferably one identifying the school and location.
Complete the installation wizard.
Verify the printer appears under Printers & scanners.
Important: A printer installed directly using TCP/IP is not the same as a Microsoft Universal Print cloud connection. It may have different access controls, driver requirements, and printing capabilities.
Some Canon printers require a manufacturer-specific driver to function properly or to access features such as Department ID Management.
Recommended Method: Download the Driver at the Office
Downloading or installing printer drivers directly from the Canon website at a school site does not always work. To avoid delays, it is recommended that IT staff download the required driver at the office before visiting the school.
Identify the exact Canon printer model.
From the office, navigate to the Canon Support website.
Search for the printer model.
Locate the appropriate Windows printer driver.
Download the driver to your computer.
Copy the downloaded driver or extracted installation files to an IT-approved USB thumb drive.
Bring the thumb drive to the school.
Connect the thumb drive to the teacher's computer.
Install the driver using the manufacturer's installer or, if prompted during Windows printer setup, select Have Disk and browse to the appropriate driver .inf file.
Complete the printer installation.
IT Tip: Keeping commonly used Canon printer drivers on a thumb drive can save time when setting up multiple teacher devices. This is especially helpful at sites where downloading drivers directly is unsuccessful.
Note: Use approved USB storage devices and obtain drivers directly from Canon's official website. Installation may still require administrator permissions or approval under district security policies.
After installing the printer, configure the teacher's Department ID so printing activity can be tracked appropriately.
Step 1: Open Printer Properties
Open Windows Settings.
Navigate to Bluetooth & devices > Printers & scanners.
Select the printer that was just installed.
Click Printer properties.
Select the Device Settings tab.
Step 2: Enable Department ID Management
Locate the User Management section.
Change the setting to Department ID Management.
Click Settings next to or below the User Management option.
In the Department ID settings window, enter the teacher's assigned Department ID.
If the printer requires a PIN, enable the PIN option and enter the appropriate PIN.
Click Verify if available to confirm the credentials.
Step 3: Save the Department ID
To avoid prompting the teacher each time they print, make sure Confirm Department ID/PIN When Printing is unchecked.
Click OK to close the Department ID settings window.
Click Apply on the Device Settings tab.
Click OK to save the printer properties.
Note: These Department ID settings require a compatible Canon printer driver. Some Universal Print installations or generic Windows drivers do not expose the Device Settings tab or Department ID Management options.
After configuring the printer:
Return to Settings > Bluetooth & devices > Printers & scanners.
Select the installed printer.
Open Printer properties.
Click Print Test Page.
Confirm the test page prints successfully.
Verify that the teacher is not prompted to enter the Department ID each time they print, if automatic use of the saved ID is intended.
Printer does not appear during automatic discovery
Verify the device is connected to the BUSD network and signed in with the teacher's district account.
Confirm the printer is shared with the correct user or security group in Universal Print.
Verify that the printer is enabled and available.
Determine whether direct IP installation is permitted.
Printer cannot be reached using its IP address
Verify the printer's IP address.
Confirm the printer is powered on and connected to the network.
Check that the correct TCP/IP port was created.
Verify network connectivity and applicable district restrictions.
Unable to download or install the Canon driver at the school
Download the correct driver from Canon's website while at the office.
Copy the driver to an approved USB thumb drive.
Bring the thumb drive to the school and attempt the installation using the local driver files.
If the installer is blocked by district security restrictions, contact the appropriate IT administrator.
Device Settings or Department ID Management is missing
Verify that the printer is using a compatible Canon driver rather than a generic Windows driver.
Install the approved Canon driver if necessary.
Confirm the driver supports Department ID Management.
Printer is installed but jobs do not print
Verify that the printer is online.
Check the print queue for errors.
Confirm the correct Department ID and PIN have been entered.
Verify that the teacher has permission to use the printer.
Print a test page.
Teacher is prompted to enter a Department ID every time
Open Printer properties > Device Settings > User Management > Settings.
Verify that the Department ID has been saved.
Uncheck Confirm Department ID/PIN When Printing, if appropriate.
Click Apply to save the changes.
Use consistent printer names to make devices easier to identify.
Confirm the correct Department ID with the teacher or authorized staff member.
Whenever possible, configure the Department ID during initial printer setup.
Keep commonly used Canon drivers on an IT-approved USB thumb drive for installations at school sites.
Department ID configuration may vary depending on the printer model, driver, and connection method.
Use Microsoft Universal Print where supported and approved by BUSD. Direct IP printing should follow district IT policies.