How to Use Secure Print / PIN Print on Business Printers
You're confused about how secure print or PIN print works on your office printer, and we'll explain how to set it up and retrieve your documents.
What's Happening
You sent a document to print, but nothing came out. Or you're at a shared office printer and don't know how to retrieve your specific print job without someone else grabbing it first. Secure print (also called PIN print, private print, or pull printing) is a feature on business-class printers that holds your documents in a queue until you physically go to the printer and enter a PIN or authenticate. This prevents confidential documents from sitting in the output tray. It's great for security, but confusing if you've never used it before.
Quick Checks (Do These First)
- Check the printer display – Look for your name or job waiting in a "Secure" or "Held" jobs list
- Ask your IT department – They may have specific setup instructions or credentials for your organization
- Look for your print job on the computer – It should show as "held for authentication" or "secure print" in the print queue
- Try printing a regular (non-secure) job – Verify the printer works normally first
Step-by-Step Fixes
Fix 1: Enable and Set Up Secure Print (HP Printers)
Here's how to set up PIN printing when sending a document.
- Open your document and click File > Print
- Select your printer
- Click Printer Properties or Preferences
- Look for a Job Storage or Security tab
- Select Personal Job, Private Print, or Secure Print
- Enter a 4-digit PIN (you'll need this at the printer)
- Optionally enter a User Name (may auto-fill)
- Click OK, then Print
The document is now sent to the printer but won't print until you release it.
Fix 2: Release Secure Print Job at the Printer (HP)
Once you're at the printer, here's how to release your job.
- On the printer touchscreen, tap Job Storage, Retrieve from Device Memory, or Private Job
- Find your username or job name in the list
- Tap your job
- Enter the PIN you set when printing
- Tap Print or Release
- Choose whether to print and delete the job or keep it for reprinting later
Your document will now print immediately.
Fix 3: Set Up Secure Print (Brother Printers)
Brother calls this feature "Secure Print" but setup is similar.
- Click File > Print
- Select your Brother printer
- Click Printer Properties
- Go to the Advanced or General tab
- Click Secure Print Settings
- Enter a Password (4 digits)
- Optionally enter a Job Name
- Click OK and then Print
At the printer:
- Press Secure or navigate to Secure Print in the menu
- Enter your User Name (or use the default)
- Enter your Password
- Select your job from the list
- Press Start to print
Fix 4: Set Up Secure Print (Canon/Xerox Printers)
Canon imageRUNNER and Xerox WorkCentre printers often use authentication.
- At your computer, print as normal but look for Secure Print or Locked Print in printer properties
- Enable it and set a PIN
- At the printer, you may need to log in first with your network credentials or employee ID
- Navigate to Secure Print or Locked Print Queue
- Find your job in the list
- Enter your PIN
- Select Print
Some organizations require you to badge in or use a network username/password before accessing any print jobs.
Fix 5: Troubleshoot Common Secure Print Issues
Job doesn't appear in the printer's queue:
- Verify you printed to the correct printer (easy to mix up in a multi-printer office)
- Check if the printer has a full memory—old secure jobs may need to be deleted
- Make sure your computer is on the same network as the printer
Forgot your PIN:
- Some printers let IT admins reset PINs
- You may need to delete the job from your computer's print queue and resubmit with a new PIN
- On some models, there's a "clear all jobs for user" option at the printer
PIN not working:
- Make sure you're entering it on the correct job (some printers list multiple users)
- Verify Num Lock is on if using a numeric keypad
- Try deleting and resending the print job
If Nothing Worked
If your organization uses badge-based authentication or integration with Active Directory, you may need IT to set up your account first. Some secure print systems require specific user permissions or network configurations. If the printer doesn't show a secure print feature at all, it may not be enabled by your IT department or may require a firmware update. Check your company's IT knowledge base or intranet for organization-specific instructions, as many companies customize how this feature works.
When to Call a Pro
If you're setting up secure print for an entire office and need to configure user authentication, badge readers, or network integration, professional IT support can ensure it's done securely and efficiently. If print jobs are disappearing from the queue or secure print randomly stops working, there may be server, network, or printer firmware issues requiring diagnostic tools. For businesses handling sensitive documents, proper secure print setup is critical for compliance.
Need Professional Help?
If you're in the Tampa Bay area and need hands-on assistance, Geeks in Sneaks provides friendly, on-site tech support in Clearwater, Clearwater Beach, and Dunedin.
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