Print & Copy Smart: “Best Practices for Printing and Coping.

Before you print:

1. Ask yourself, “Do I have to print or make copies?”  Promote a "think before you print or copy" attitude. The quickest and easiest way to reduce expenses is to avoid printing or copying documents that do not need to be printed or copied.

2. Use Print to PDF: Convert files to PDF and then send and share documents, reports and presentations via Email, rather than printing copies and distributing them or mailing them.

3. Duplex whenever possible: To avoid paper waste, set printer defaults to print double-sided. Make double-sided copies when possible.

4. Print Preview before you print: Use the print preview feature to spot formatting errors and blank pages before you print. Proofread first, and use the spell/grammar tool to help avoid errors that can cause documents to be reprinted.


5. Black & White vs. Color: Ensure a default setting for black and white printing is used. Choose color only if necessary, if it adds unique value to the information being presented.

6. Build black and white friendly documents: The quickest way to reduce color print is to encourage a practice of creating documents that can be easily read and printed on black and white printers.

7. Print only the pages you need: If only a few pages of the document are needed, print only those pages instead of the whole report.


8. Select the correct features and select Print Preview before you print: Avoid waste by checking for available print features (like duplex, collating, stapling, mono vs. color and size or orientation).

9. Use secure-print to avoid abandoned or lost jobs: The secure print feature is ideal for printing confidential documents. Also, consider using this feature to avoid abandoned, lost and shuffled print jobs. Industry estimates state anywhere from 10 to 35 percent of total pages are left at the printer and never picked up. Ever go to the printer and find your job is missing, reprint it and then have someone else bring you the first job they mistakenly took? Not only are unnecessary additional jobs expensive, but time spent looking for documents and re-printing them takes valuable time out of an employee’s day.


10. Printing from the Web: Most Web pages have a “Print this Page” link that reformats the current webpage by removing banner ads and unrelated graphics. You may also use screen capture tools such as Microsoft Snipping Tool or Print Screen to select the portions that you want to print and paste them in Microsoft Word.


11. Printing PowerPoint presentations: PowerPoint presentations are intended for presenting digitally on a screen. Microsoft Word is designed for publishing text. Find alternatives to printing your presentations, such as having a Microsoft Word summary document. Otherwise, print handouts, not slides. If slides are necessary, print using four slides per page (still legible and use less paper).


12. Minimize the Printing of Emails: Email makes up 22 percent of all print jobs and 19 percent of these are printed in color. Most e-mails are printed as a reminder to do something or be somewhere, or are stored as a hard-copy record. Print only the numbers of pages you require i.e. users often print emails that may be several pages long, select the option to print page 1 only

13. Document Formatting: Use narrow margins to get more out of the sheet. Except for official letterhead correspondence, which requires l-inch margins, use .75 inches as the default margin size for printing. Use a smaller font size i.e. 10 not 12pt and keep the line spacing single.