Easy Copier Cost Saving Tips You Need to Know

For every organization, managing office costs is always essential, and sometimes the biggest culprits are hiding in plain sight.

Copiers can become quite costly without an efficient management strategy. Users may not notice, but simple print jobs can inflate maintenance costs by demanding more toner cartridge replacements at a time.

In this article, we share easy tips to keep your copier costs in check. 

Always Set Black-and-White Printing as Default

Color printing is great, but it uses multiple toners (such as cyan, yellow, magenta, and black) compared to black-and-white printing. Naturally, the former leads to more toner usage. In fact, color printing can cost up to 2-12 times more than black-and-white printing, and this is consistent across both inkjet and laser printers.

To reduce your copier-related costs, begin by adjusting the settings on the copier's control panel. Printing simple monotone documents prevents unnecessary toner usage, so always set black-and-white printing as the default.

Making Auto Color More Cost-Effective

Modern copiers typically offer three options: full-color printing, auto-color printing, and black-and-white printing. We recommend that you avoid setting full-color printing as the default. Auto-color printing automatically detects whether to use full color or black-and-white printing, and this should be your second option, defaulting to black-and-white.

If you prefer auto-color printing as your default, here are some things to keep in mind:

1. Make sure that the slit glass scanner is always clean. This is used by the Automatic Document Feeder (ADF) for scanning, so keeping it clean maximizes the system’s accuracy. 
   
   
2.  Ensure that the glass platen is also clean. This part is where the documents are usually placed for scanning, so random items obstructing the full view can decrease printing precision.
   
   
3. Finally, ensure that the lid backing is also free of dirt. If there are stray colors, the copier will scan those colors and automatically assume that full-color printing should be used for simple documents.
   

Optimizing the Settings on the Print Driver 

Aside from external settings, you can manage internal settings for specific print jobs through your computer’s print driver. This is particularly essential in remote work conditions, where certain documents are uploaded to the copier for printing.

Set black-and-white or auto color printing as the default for your selected printer through your computer. To do this, simply navigate to the system settings. In Windows, this means going to the Printers & Scanners option in the settings menu. Afterward, select the connected copier and then tap the printing preferences option. Sometimes, the settings will not always stick, so we strongly recommend revisiting it every so often.

Using Color Printing For Specific Print Jobs

So, you’ve set the correct default color (hopefully black-and-white); what if you sometimes need full-color printing?

Easy-peasy. Before tapping the print button for the document or image, simply open the heads-up display and tick on color printing. If you want to use black-and-white printing temporarily, tick that option instead. Regardless of your choice, keep in mind that this is only temporary, applying only to that particular print job.

Consider Managed Print Services

While adjusting settings offers some cost savings, those efforts can only go so far. To truly optimize your print environment and reap the benefits of greater efficiency, consider installing a comprehensive print solution.

Managed Print Services (MPS) is one of the best print solutions for minimizing costs. MPS ensures that your working environment is as cost-effective as possible by remotely tracking your devices. MPS tracks your cost-per-page in printing, automates supply orders, and much more.

If you’re interested in MPS, choose a reliable print solutions provider with a decades-long track record. SumnerOne has over 70 years of experience in delivering high-quality, tailored print solutions that maximize productivity and cost efficiency.

Key Takeaways

• To make your copiers as cost-effective as possible, set black-and-white printing as the default.
  
  
• If you prefer auto-color printing as the default, ensure that your copier parts are kept clean.
  
  
• For successful remote printing, optimize your print driver settings.
  
  
• Consider managed print services for even better cost-effectiveness.

Would you like to minimize your printing costs without compromising print quality? Contact us today and let’s discuss how we can assist you with that.

Want to see these tips in action? Check out our recent YouTube video, Copier Cost Savings Measures, featuring Marty and Spencer!