The Ultimate Guide to Paper Handling for Copiers
Proper paper handling isn’t just about preventing jams—it also ensures smoother operation, better print quality, and longer machine life. Whether you’re printing reports, scanning contracts, or making copies of important documents, knowing how to manage paper the right way can make a big difference.
📦 Choose the Right Paper Type
Not all paper is created equal. Using the correct paper for your copier helps prevent issues and enhances output.
Best Practices:
Use copier-grade or laser-compatible paper.
Avoid overly thick, glossy, or textured paper unless your copier supports it.
Store paper in its original packaging until use to avoid moisture absorption.
🧯 Store Paper Properly
Humidity and temperature can impact paper quality and copier performance.
Tips for Storage:
Keep paper in a dry, cool place—away from sunlight and moisture.
Don’t stack heavy objects on paper reams to prevent curling.
Rotate stock to use older paper first and avoid aging effects.
🧼 Keep Paper Feed Areas Clean
Dust and debris in the tray can lead to misfeeds or dirty prints.
Why It’s Useful:
Helps the copier grab and feed paper accurately.
Prevents streaks or marks on your documents.
Reduces wear and tear on feed rollers.
📏 Load Paper Correctly
Improper loading can cause double-feeds or skewed printing.
Best Practices:
Fan the stack before loading to separate sheets.
Align the paper with the tray guides.
Don’t overfill the tray—stay below the max fill line.
🔁 Use Duplex Printing Wisely
Double-sided printing saves paper, but requires the right paper and settings.
Tips:
Use slightly heavier paper for duplex jobs to prevent bleed-through.
Make sure the paper is dry and flat to avoid curling.
Enable duplex mode only when needed to extend device life.
🧾 Be Mindful of Specialty Media
Labels, transparencies, and card stock need special handling.
Guidelines:
Use the manual feed slot for thick or specialty media.
Confirm media compatibility in the copier’s user guide.
Never reuse printed label sheets—missing labels can damage the copier.
📌 Final Thoughts
Good paper handling practices lead to better prints, fewer interruptions, and a more productive workspace. Take a little extra time to store, load, and choose your paper properly—it’ll save you time and trouble in the long run.