Transcript Printers Best Practices - University of California, Santa Cruz

Print Securely
Corporate employees typically print 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.
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.
Topics in this guide:
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Check Printer Status
Print Securely
Collate and Staple
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.
1
Click the Start (
) button>Control Panel>Hardware and
Sound>Printers.
2
Right-click the printer and click Open.
Collate and Staple
Save time by having the printer collate and staple your documents.
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2
Click the Start (
3
On the Paper/Output tab,
in the Output/Stapling
list, click Uncollated,
Collated, 1 Staple, or 2
Staple.
) button>Control Panel>Printers.
Right-click the printer and click Printing Preferences.
Click OK.
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 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.
Print Smart
By carefully considering alternatives to printing, you can increase your
productivity and save money at the same time. Use one of the several
methods described in this section to reduce the amount you print.
Print Microsoft® Office PowerPoint documents 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.
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.
Preview your e-mail messages instead of printing them.
Use the Reading Pane in Microsoft® Outlook—the image looks similar to
a printed version of the e-mail message.
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 Microsoft® Office SharePoint® Server 2007
instead of printing.
Send and share reports and presentations rather than printing copies.
Printing has a minimal cost, sharing costs nothing at all.
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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