How to Get the Most Out of Your Copier’s Features

Modern copiers come with a range of powerful features that can streamline workflow, improve efficiency, and reduce costs. However, many of these features go unused simply because users aren’t aware of them. Here’s how to maximize your copier’s potential.

📑 Use Presets for Common Tasks

Save time by creating presets for frequently used settings.

✔️ Set up default options for paper size, print quality, and layout.
✔️ Create shortcut buttons for common tasks like scanning to email or double-sided printing.
✔️ Customize settings to match your office’s workflow needs.

💡 Tip: If your copier allows, save user profiles so employees can quickly access their preferred settings.

🔍 Optimize Scan and Send Functions

Most copiers can scan directly to email, cloud storage, or network folders.

✔️ Enable scan-to-email to quickly share documents without printing.
✔️ Save files as PDFs for better compatibility and easier archiving.
✔️ Use OCR (Optical Character Recognition) for searchable text in scanned documents.

💡 Tip: Adjust scan resolution—higher for detailed images, lower for faster and smaller file sizes.

🔄 Leverage Duplex Printing and Copying

Reduce paper waste and save costs with double-sided printing.

✔️ Set duplex printing as the default for all internal documents.
✔️ Use booklet printing for reports and presentations.
✔️ Copy in duplex mode to avoid unnecessary paper usage.

💡 Tip: If your copier has a finisher, use it to automatically staple and sort multipage documents.

🔒 Enhance Security with Access Controls

Protect sensitive documents from unauthorized access.

✔️ Use PIN codes or ID authentication to prevent misuse.
✔️ Enable secure printing, so documents are only printed when the user is present.
✔️ Set automatic logouts to prevent unauthorized use.

💡 Tip: Regularly clear the copier’s memory to remove stored print jobs and sensitive data.

📏 Adjust Print Settings for Cost and Quality

Fine-tuning your copier’s settings can save ink and improve output.

✔️ Use draft mode for internal documents to reduce toner usage.
✔️ Print in grayscale instead of color when color isn’t necessary.
✔️ Adjust contrast and sharpness for better text clarity.

💡 Tip: Lower the default resolution for everyday printing to save toner and speed up prints.

🛠️ Take Advantage of Maintenance Features

Regular upkeep ensures smooth performance and fewer breakdowns.

✔️ Enable automatic maintenance reminders for toner and paper replacement.
✔️ Clean the scanner glass and rollers regularly for clear prints and scans.
✔️ Update firmware and software for improved performance and security.

💡 Tip: Keep spare toner and paper handy to prevent downtime.

📌 Final Thoughts

Your copier is more than just a printing machine—it’s a powerful tool that can enhance productivity and efficiency. By exploring its full range of features, you can save time, reduce costs, and improve workflow in the office.