Xerox Printer Troubleshooting Guide
How to Set a Xerox Printer to Default to Black and White for Prints and Copies
Reviewed for web publication: This guide is designed for Benchmark Office Systems customers and Xerox printer users who want everyday printing and walk-up copying to default to black and white instead of color.
Please note: Not all Xerox printers use the same menu names, driver layout, or copy-default screens. Print defaults and copy defaults are controlled in different places. Printing defaults are usually changed in the Xerox print driver on the computer. Copy defaults are usually changed at the Xerox device by an administrator, or through the device web interface on some models.
Quick Answer
To default Xerox printing to black and white, open the Xerox printer’s Printing Preferences or Printer Preferences, find the color setting, choose Black and White, and save the change.
To default Xerox copying to black and white, log in as an administrator at the device, open the copy defaults or copy settings area, change the default Output Color to Black and White, save the change, and test a copy.
These are separate settings. Changing the print driver does not automatically change walk-up copy behavior, and changing copy defaults at the device does not automatically change how users print from their computers.
On This Page
Symptoms This Guide Covers
This guide may help if you are seeing any of the following situations:
- Printed documents default to color when black and white is preferred.
- Walk-up copies default to color.
- Users want to reduce unnecessary color output.
- The office wants a more consistent black-and-white default for everyday use.
- Users have to manually switch from color to black and white each time they print or copy.
Applies To
This guide applies to Xerox color-capable printers and multifunction devices. It is most relevant when you want to change the default behavior for standard office printing or walk-up copying.
The print section is primarily focused on Xerox print-driver defaults on user computers. The copy section is focused on Xerox device-side copy defaults, which may require administrator access.
Before You Start
Before making changes, confirm what you are trying to do.
- If you only want jobs to default to black and white, this guide fits.
- If you want to block color completely, that is a different configuration topic.
- If the print change is needed on more than one computer, each print driver, print queue, or managed deployment may need to be reviewed.
- If the copy change is needed, make sure you have administrator access to the Xerox device.
- Keep in mind that menu names and driver tabs can vary by Xerox model, driver version, operating system, and device configuration.
Important distinction: This guide is about changing default behavior. It is not the same as locking down color use, creating print permissions, or preventing users from selecting color when they are allowed to do so.
Print Default vs. Copy Default
Use this table to decide which setting area to change first.
| If This Is Happening | Likely Setting Area | What To Check First |
|---|---|---|
| Printed documents from a computer default to color | Xerox print driver or print queue on the computer | Open Printing Preferences and change the color setting to Black and White. |
| Walk-up copies at the Xerox device default to color | Copy defaults at the Xerox device | Log in as admin and check the copy default Output Color setting. |
| One user’s prints default to black and white, but another user’s prints do not | Different driver, queue, or local user preference | Review the print driver or queue used by the affected computer. |
| Printing is fixed, but copying still defaults to color | Copy default has not been changed | Change the copy default separately at the Xerox device. |
| The office wants to block color completely | Permissions, policy, or user restrictions | Treat this as a separate access-control or print-management setup, not just a default change. |
Step 1: Set Print Defaults to Black and White
For printing, the default is usually changed in the Xerox print driver on the computer.
At the computer:
- Open the Xerox printer’s Printing Preferences or Printer Preferences.
- Find the color setting. Depending on the driver, it may be called Output Color, Color Options, Image Options, Quality, or a similar name.
- Change the setting to Black and White, Grayscale, or the available black-and-white conversion option for that driver.
- Select Apply, OK, or the equivalent save option.
If the customer simply wants black and white to be the normal default for everyday printing, this is usually the right place to start.
Multiple-user note: A print-driver change may only affect the driver, queue, or computer where it was changed. If the setting needs to apply across many users, a print server, managed queue, or IT-managed deployment may need to be reviewed.
Step 2: Set Copy Defaults to Black and White
For copying, the default is usually changed at the Xerox device by an administrator.
Start by logging in as admin. Then open the copy settings or copy defaults area and change the default Output Color to Black and White. Save or apply the setting before leaving the menu.
Depending on the Xerox family, the path may appear under one of these types of menus:
- Copy > Setup or Copy > Defaults
- Tools > Service Settings > Copy Service > Feature Defaults
- Apps > Copy > Setup
- Defaults and Policy or a similar copy-defaults section
- The device web interface, depending on the model and configuration
The key point is that copy defaults are not usually changed in the print driver. They must be adjusted through the Xerox device’s copy-default settings.
Need Help Setting Black-and-White Defaults Across the Office?
If some users still print in color by default, or if walk-up copies still open in color mode, Benchmark can help confirm whether the issue is in the print driver, the copy defaults, or a managed print setup.
Step 3: Test the Print Default
After changing the print-driver setting, print a simple one-page document or test page.
Confirm that:
- The job defaults to black and white.
- The user does not have to manually switch off color each time.
- The setting remains saved when the print window is reopened.
- The correct Xerox printer, driver, and queue were updated.
If it still defaults to color, recheck whether the correct Xerox driver was modified. Also confirm that the application is not overriding the driver setting.
Step 4: Test the Copy Default
After changing the copy default at the device, test the walk-up copy behavior.
- Return to the normal copy screen.
- Sign out of admin mode if needed.
- Make a simple test copy.
- Confirm the machine now defaults to black and white instead of color.
If the copy screen still opens in color mode, recheck the copy default area and confirm the setting was actually saved.
Common Troubleshooting Notes
- The print default and copy default are not the same setting.
- Changing the print driver does not automatically change walk-up copy behavior.
- Changing the copy default at the machine does not automatically change how users print from their computers.
- Some Xerox models expose copy defaults through Apps, Copy Setup, Tools, Service Settings, or Defaults and Policy.
- If the office wants both printing and copying to default to black and white, both branches should be checked.
- If the office wants to fully restrict color, that should be handled as a permissions or print-management issue rather than a basic default-setting change.
When to Contact Benchmark
Contact Benchmark if:
- The black-and-white setting will not stay saved.
- The Xerox menu path looks different and the option cannot be found.
- The customer needs help changing defaults across multiple users or devices.
- The customer is not sure whether they changed the print driver or the copy default.
- Admin access is unavailable for the copy-side change.
- The office needs help deciding whether to default to black and white or restrict color use more formally.
Frequently Asked Questions About Xerox Black-and-White Defaults
How do I make a Xerox printer default to black and white?
For printing, open the Xerox printer’s Printing Preferences or Printer Preferences on the computer, find the color setting, choose Black and White, and save the change. For copying, log in as admin at the device and change the copy default Output Color to Black and White.
Are Xerox print defaults and copy defaults the same setting?
No. Print defaults are usually controlled through the print driver or print queue on the computer. Copy defaults are usually controlled at the Xerox device through copy settings or copy defaults.
Why do copies still default to color after I changed the print driver?
Changing the print driver affects printing from that driver. It does not automatically change walk-up copy behavior at the Xerox device. To change copies, update the copy default setting separately.
Why do prints still default to color after I changed the copy default?
Changing copy defaults affects walk-up copying at the device. It does not automatically change how users print from their computers. Review the Xerox print driver or print queue on the affected computer.
Do I need administrator access to default copies to black and white?
Usually, yes. Copy defaults are commonly managed at the Xerox device and may require administrator access. If you do not know the admin password, resolve that first before changing copy defaults.
Does defaulting to black and white block users from printing in color?
Not necessarily. Defaulting to black and white changes the normal starting behavior. If the goal is to prevent color use entirely, that is a separate permissions, policy, or print-management configuration.
When should I contact Benchmark for help with black-and-white defaults?
Contact Benchmark if the setting will not stay saved, the menu path does not match your device, the change needs to apply across multiple users or devices, or you are not sure whether the print driver or copy default was changed.
Need Help With Xerox Print or Copy Defaults?
Benchmark can help review Xerox print-driver defaults, copy-default settings, admin access needs, and multi-user setup questions so everyday jobs default to the right output mode.
