How to unbox and power on your new office copier the right way
The first 60 minutes with a new MFP set the tone for years of operation. A careful unboxing, correct placement, and proper power-up sequence prevent the small mistakes that shorten device life.
The dealer technician usually handles delivery and initial installation for production-class devices, but a growing share of small office MFPs ship direct-to-customer for self-installation. The process is straightforward when done in the right order and unforgiving when done wrong. This walkthrough covers what to do from the moment the device arrives at the door through the first successful test print.
Before you start
Check the box for shipping damage before signing the carrier's receipt. Visible damage on the carton may indicate internal damage that does not appear until power-up; noted damage on the receipt protects warranty claims. If the carton shows significant dents, scuffs, or compression marks, photograph it and add a note to the delivery receipt before signing.
Pre-unboxing checklist
Verify these items before opening the carton
- Floor surfaceThe placement location is flat, level, and rated for the device weight (commonly 60-150kg for office MFPs)
- Adjacent clearance30cm clearance on all four sides for ventilation and service access
- Power outletA dedicated 16A circuit within 1.5m of the placement location with no other heavy loads sharing the breaker
- Network portAn active Ethernet port near the device location with a known IP scheme
- TemperatureThe room temperature is between 10°C and 32°C with no direct sunlight or heating/cooling vents directing air at the device
- Tools at handBox cutter, scissors, a soft cloth, the device's quick start guide if shipped separately
The eight-step unboxing and power-on sequence
Cut the box only along the perforated lines
Modern MFP cartons include perforated tear strips that release the lid without exposing the device to a knife blade. Use the perforations rather than cutting through plastic wrap, which risks scratching the device finish.
Remove the accessories tray first
The top of the carton typically contains a tray with power cable, network cable, quick start guide, toner cartridges (if separately packed), and any starter consumables. Remove this tray and set the contents aside before lifting the device.
Lift the device with two people
Office MFPs typically weigh 35 to 80 kg. Two people lift from the moulded handles on each side. Lifting solo strains the back and risks dropping the device on the corner sensors that calibrate the entire scanning path.
Remove ALL shipping tape and protective material
The device ships with bright-orange or yellow shipping tape securing every moving part: paper trays, scanner lid, ADF cover, side panels, toner door. Each piece is marked. Remove every piece before powering on — a single forgotten tape strip can prevent the device from completing self-test and trigger an error code on first power-up.
Install the starter toner cartridges
The toner cartridges ship separately for shipping safety. Install them now following the device-specific diagram. For colour devices this means four cartridges: cyan, magenta, yellow, and black. Insert each fully until the locking mechanism clicks. Close the toner access door.
Load the paper trays
Load A4 paper into Tray 1 (or the main paper drawer). Adjust the paper guides snugly against the edge of the paper stack — loose guides cause feed errors and skewed prints. The standard load is 250-500 sheets depending on tray capacity.
Connect power and network cables
Plug the power cable into the device first, then into the wall outlet. Connect the Ethernet cable to the device's network port and the other end to the office network port. Do not power on yet.
Power on and run the initial self-test
Press the power switch. The device runs an internal calibration cycle taking 4 to 8 minutes. During this period the touchscreen shows progress through "Warming up", "Calibrating sensors", "Initializing toner", and "Ready". Do not press buttons during the self-test.
First test print
Once the device reports Ready on the touchscreen, run the built-in test print from the maintenance menu. Most devices include a "Demo page" or "Configuration page" function that prints a single sheet showing device identity, firmware version, and basic test patterns. Examine the test page for: full color reproduction (if applicable), correct paper alignment, no streaks or banding, and accurate text rendering.
If the test page looks correct, the device is ready for network configuration. If the test page shows any issue, document it and contact the dealer before proceeding — the device should produce clean output from the very first print.
Initial configuration tasks before users access the device
Set the device language and time zone
Navigate to System Settings on the touchscreen. Set language to Spanish, time zone to Madrid (CET), and verify the date and time are correct. Many features depend on accurate timestamps.
Set the administrator password
The device ships with a default admin password (often "admin" or "1234"). Change it immediately to a secure password. This password protects all configuration settings from unauthorised changes.
Configure the network address
Either accept the DHCP-assigned IP address or configure a static IP appropriate to the network. Static IP is preferred for any device users will print to consistently — DHCP leases can change and break user print queues.
Set up email for scan-to-email
If the network includes an SMTP server, configure the device with SMTP settings so scan-to-email works. This is among the most-used MFP features and configuring it during installation saves later support calls.
Common first-day issues and quick fixes
Three issues account for most first-day support calls. The first is missed shipping tape that prevents normal operation — solution: power off the device, open every access door, and inspect every visible moving part for residual tape strips. The second is paper guides not snugged against the stack causing skewed feeds — solution: open Tray 1, push the side guides firmly against the paper edge until they touch on both sides. The third is toner cartridges not fully seated causing "toner missing" errors — solution: open the toner door and reseat each cartridge until the locking click is clearly heard.
Saving the documentation
Keep the quick start guide and accessory documentation in a folder either physically near the device or in a shared drive location named with the device's hostname or asset ID. Future support calls go faster when the technician can reference the original documentation. Also record the device's serial number and model number in the office IT inventory.
What to leave to the dealer technician
Some configuration tasks are best left to the dealer technician on the first service visit: scan-to-folder integration with the office DMS, account code setup for cost tracking, security policy alignment with the IT team's standards, and connection to managed print service monitoring. Attempting these without dealer support typically takes longer and produces less polished results than waiting for the scheduled installation visit.