Transcript Reference Guide for Printers

Print Securely
Corporate employees use an enormous amount of paper. By using best
practices you can avoid printing hundreds of unnecessary pages per
month, reduce printing costs and save trees.
Topics in this guide:
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Check Printer Status
Print Securely
Collate and Staple
Print and Hold
Print to a Public Printer
Print Smart
Check Printer Status
To conserve time and resources, check the status of the printer prior to
submitting your print job. If you see that your default printer has
several documents pending or has an error, choose a different printer
prior to submitting your print job.
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In Windows XP, click Start, and then click Printers and Faxes.
Double-click the printer you want to use, and look at the list of print jobs
in the queue.
You don’t need a private printer to print securely. With secure printing on a
public printer, the only person who can see or retrieve a print job is the
person who generates it, because it’s protected by a personal identification
number (PIN). For instructions about how to print securely, contact your
local helpdesk.
Collate and Staple
Save time by having the printer collate and staple your documents. To use
the Collate feature, on the Print menu make sure that the Collate check
box has been selected. (When your selected printer has this feature, the
check box will be selected by default.) To use the Staple feature:
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On the File menu, click Print>Properties>Paper
Output>Output/Stapling.
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Under Output/Stapling,
choose either Collated, 1
Staple or Collated, 2
Staple.
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Click OK, and then make
the selections you want for
your print job (such as
number of copies). Click
OK to start printing.
Note Only printers with finishing capabilities can collate and staple. If you
don’t see these options, your printer doesn’t have these features.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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Print and Hold
Before printing a large job, print a sample copy using the Print and Hold
feature. Save time and avoid waste by proofreading the sample copy, and
then releasing the remaining copies at the printer instead of returning to
your computer.
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Under Job Type, select
Sample Set, and then click
OK.
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Click OK again to return to
the main Print menu. Make
any other changes (such as
total number of copies),
and then click OK to print.
One document set is
printed, and the printer
holds the remaining copies.
Note You must turn off the Collate option to use this feature. To turn off
Collate, on the File menu, click Print, and clear the Collate check box. (If
you don’t turn off Collate, the entire job may print as a single document.)
To print and hold:
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At your computer, open your document in Word, and then select
File>Print.
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Go to the printer to
proofread the sample set.
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Check that the printer model supports print and hold and that it is
selected as the current printer.
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Click Properties, select the Paper/Quality tab, and then click
Advanced.
Open the printer control
panel, select the print job
from the Job List, and
then press Release to print
the remaining copies.
Note If you don’t wish to print the remaining copies, press Cancel to
cancel the print job.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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Print to a Public Printer
A public printer is one that is one that is set up and maintained by your
company’s Information Technology (IT) Department. The printers you see
around the building are typically public printers. Printers found in an active
directory search are also public printers.
Conserve paper whenever possible.
Use duplex (two-sided) printing and/or multiple pages or slides per page
to reduce paper use when printing many handouts.
Print Smart
By carefully considering alternatives to printing, you can increase your
productivity and save your employer money at the same time. Use one of
the several methods described in this section to reduce the amount you
print.
Preview your e-mail messages instead of printing them.
Use the Reading Pane in Outlook—the image looks just like a sheet of
paper.
Use color printing sparingly.
Color printing costs 20 times more than black and white.
Select the correct features before printing.
Avoid waste—determine which features you’ll need (such as duplex,
collating, stapling, black and white and paper size or orientation) and
select all of them before sending your print job to the printer.
Use e-mail or Windows® SharePoint® instead of printing.
Send and share reports and presentations rather than printing copies.
Printing has a minimal cost, sharing costs nothing at all.
Print PowerPoint docs using 4 slides per page
The slides are still readable and you only use one-fourth of the paper
required to print slides full-screen. In the Print dialog box, under Print
what: choose Handouts and then select 4 in the Slides per page
drop-down list.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
© 2007 Microsoft Corporation. All rights reserved.
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