Tray Selector Help

Once you have installed Tray Selector, the next time you open Word you will see the Tray Selector toolbar in the top left corner. This consists of 2 buttons, Main and Settings.

To configure Tray Selector for one click printing , click on Settings

The Tray Selector dialogue box appears: From here you can configure up to 6 different Tray Selector profiles. Each profile, once configured, appears as a button in the Tray Selector toolbar allowing single click printing of your chosen printer tray combinations.

Here are some examples of common Tray Selector profiles:

Letterhead
Every page on Letterhead

Letterhead 1^st
First page on Letterhead, subsequent pages on plain paper

Plain
All pages on plain paper

You can also configure Tray Selector to select coloured paper and even labels from any chosen printer trays all at the click of a single button.

How do I configure a tray selector profile?

Once you have clicked on Settings, click in the Profile Name box. Now type in a descriptive name for your profile that means something to you. For this example, we are going to use the name Letterhead 1^st as we want a button that in one click will print the 1^st page on letterhead and every other page on blank paper.

Check the Show in Toolbar tick box is checked ( this only happens by default in profile 1)

Under Select Printer click on the drop down arrow and select the printer you wish the tray selector profile configured to (all printers you have installed will appear in the dropdown list). The available paper trays for that printer now appear under the First Page and Other Pages boxes.

In the First Page box,  click on the paper tray  where you want the paper for the first page of your letter/document to come from - in this example our headed paper is stored in the Manual Paper Feed; yours may be different.

In the Other Pages box, also click on the paper tray where you want the subsequent pages of your letter/document  to come from - in this example we want plain paper for our other pages and that is stored in our Paper Input Bin; again yours may be different  .

	Your Tray Selector dialogue box should now look something like this. Note that the Profile 1 tab now shows the name of your new profile.
When you are happy that you have configured the tray selector profile to your requirements, click on OK
The named profile button now appears in your Tray Selector tool bar in Word

How do I use the Tray Selector button(s) I have created?

Whenever you want to print a letter or document with the printer tray configurations you have set up, create your letter or document as normal but, instead of printing using your usual method, simply click on the appropriate Tray Selector profile button. Now, at a single click of a button, your letter or document prints out on the paper you have specified in your profile.

How do I set up additional Tray Selector profiles?

You can have up to 6 different Tray Selector profiles for any printer tray combinations that you may require. Each of these profiles creates a button in Word to let you print that combination of paper trays with one single click.

To create an additional Tray Selector profile click on Settings again, then the Profile 2 tab etc.

Now follow the instruction above to configure your profile - note if you have more than one printer you can allocate different profiles to different printers, just select  the appropriate printer from the drop down menu.

NB Make sure for any subsequent profiles that you check the Show in Toolbar tick box

This example shows a Tray Selector profile called Plain that is configured to print plain paper on both the first page and other pages. You can obviously name and configure your profiles however you wish.

Word now shows 2 Tray Selector buttons for one click printing -

How do I make changes to a Tray Selector Profile?

From time to time, you may need to make changes to your existing Tray Selector button profiles; for example you may get a new printer.

To make any changes click on Settings

Click on the tab of the profile name you wish to make a change to

Make your change(s)

Click on OK

Your changes are effective immediately

How do I print more than one copy in each profile?

You may have noticed in each profile tab there is a section that allows you to print a number of different copies (see the picture below. By clicking the + and - buttons you can change the number of copies to print. Clicking a profile button now will print this number of copies.

What if my printer is duplex / two sided printing - can I print the first two pages to a particular tray?

Yes you can. By default tray selector will send the first page only to the first tray specified and all other pages to another tray. You can however change it so that it will print more than one page to the first tray and the remaining pages to the other tray. To do this click the + - buttons shown in the picture below. For duplex printing set this option to 2.

Many of our users use Tray Selector with duplex printers. In order to do this users often add a new printer in "Add Printers" pointing to the same physical printer and name it "....duplex". They then access the properties of this printer and turn on the duplex printing so that all pages to this printer will be printed duplex. In tray selector the duplex (and non-duplex) versions of the printer will show in the Select Printer drop down list so you can configure profiles to either print duplex or not. This is a very powerful feature of Tray Selector giving the user single click access to either duplex or non-duplex.

If you are printing duplex to letter headed paper there is one important step you must carry out. Because of the way that the paper is routed from the paper bin to the stacked output almost all duplex printers must print on the back side of the page first. This is then flipped over and the front side is printed finaly it is output to the collection tray. This means that headed paper must be flipped over when placed in the paper bin compared to how it is normally placed in the bin if printing was non-duplex. This means if you are printing to headed paper, and the paper is placed in the duplex position in the bin you must always print dupex (even if only one page is printed).

If you want to setup two Tray Selector button profiles one to print duplex and another to print single-sided on the same printer then you must make a few changes to your system first. We have produced an online tutorial to explain how to do this here.

What if my document is a mail merge?

If you have a Mail Merge document and want to print it using Tray Selector it is quite simple. Setup your Mail Merge document in word and preview it to ensure it is correct. You can use the back and forward buttons that look like:

Word 2003: Word 2007:

Word 2003: Word 2007:

If you click ‘Yes’ then each merged letter of your document will be printed using your Tray Selector settings. Clicking ’N’ will just print the current document (i.e. unmerged) and clicking ‘Cancel’ will print nothing.

Notice in mail merge mode Tray Selector will just print one copy of your documents even if you have set a different number of copies to be printed and it will not print any extra advanced copies.

Advanced Copies Options

Tray Selector allows you to print off a second print job to another printer with all the usual tray selection options. Using this method you can setup for example printing of your documents to a pdf file as well as a hard copy to a printer in a single click. To achieve this click the "Advanced Copies..." button (as shown below). A new dialog box will open allowing you to select another printer, tray combination and number of copies to print. By default this feature is turned off for new profiles by setting the number of copies to 0.

What if I forget which printer button is set to which printer profile?

You might forget the number of copies each profile prints or which printer it sends copies to. In order for a quick reminder just place your mouse over the profile name and it will show this information as shown below.

Can Tray Selector print an envelope as part of its profile?

Yes. Click the settings button and select the profile from which you want to print an envelope. Click the button called "Envelopes". A dialog shown below will appear.

Check the box to enable envelope printing and select the printer you want the envelope to be sent to. Also select an option to state if you want the envelope dialog box to be shown before or after the main printing. Click OK.

Now when the profile button is pressed it will also show the normal World envelopes dialog allowing you to print an envelope too. Note the printer used for envelope printing will be the one you selected. The tray used can be changed within the envelope dialog box once set this will be remembered for all envelope printing jobs.