Office copiers are the unsung heroes of the workplace, dutifully churning out documents day in and day out. But did you know that your copier is capable of much more than just making copies? Unlocking its hidden features can save you time, improve document security, and boost overall productivity. Here are ten insider tips to help you get the most out of your office copier.
1. Save Time with Preset Shortcuts
If you find yourself repeatedly entering the same settings for specific tasks, it’s time to make use of your copier’s preset functions.
- How to Do It: Access the settings menu on your copier and create custom presets for tasks like scanning to email, double-sided printing, or specific copy settings.
- Why It Helps: Presets reduce the time spent on configuring settings, allowing you to complete tasks faster.
2. Secure Your Documents with Password-Protected Printing
Worried about confidential documents sitting unattended in the output tray? Use your copier’s secure print feature.
- How to Do It: When sending a print job, select the “Secure Print” option and set a PIN.
- Why It Helps: The document will only print when you enter the PIN at the copier, ensuring sensitive information stays confidential.
3. Scan Directly to Editable Formats
Need to edit a hard copy document? Your copier can convert scanned documents into editable files using Optical Character Recognition (OCR).
- How to Do It: Choose the OCR option when scanning, and select the desired output format (e.g., Word or Excel).
- Why It Helps: Saves time by eliminating the need to retype documents from scratch.
4. Use Mobile Printing for Convenience
Printing documents from your smartphone or tablet can be a game-changer, especially in a busy office.
- How to Do It: Connect your mobile device to the copier via Wi-Fi or a dedicated app like Kyocera Mobile Print.
- Why It Helps: Allows you to print on the go without needing a computer, increasing flexibility and efficiency.
5. Customize Your User Interface
Did you know you can tailor the copier’s touchscreen interface to suit your preferences?
- How to Do It: Access the user settings to rearrange icons, set up one-touch buttons, or adjust the display layout.
- Why It Helps: A personalized interface makes it easier and quicker to access the functions you use most often.
6. Reduce Paper Use with Digital Document Distribution
Instead of printing multiple copies for distribution, consider scanning and sharing documents digitally.
- How to Do It: Use the “Scan to Email” or “Scan to Folder” functions to send documents directly to recipients.
- Why It Helps: Saves paper, reduces clutter, and makes document sharing more efficient.
7. Monitor Usage to Control Costs
Keep an eye on how much printing and copying is being done to identify areas where you can save.
- How to Do It: Access the copier’s usage reports or install print management software.
- Why It Helps: Understanding usage patterns helps in setting quotas or guidelines to reduce unnecessary printing.
8. Leverage Duplex Printing
Printing on both sides of the paper is a simple way to cut paper consumption in half.
- How to Do It: Set duplex printing as the default setting in the copier’s preferences.
- Why It Helps: Reduces paper costs and supports your company’s sustainability goals.
9. Schedule Regular Maintenance Checks
Don’t wait for something to go wrong before giving your copier some attention.
- How to Do It: Set up a maintenance schedule with your service provider, like STAT Business Systems.
- Why It Helps: Prevents unexpected breakdowns, extends the life of your equipment, and ensures optimal performance.
10. Get Professional Training for Your Team
Even the most advanced copier features are useless if your team doesn’t know how to use them.
- How to Do It: Arrange for training sessions when you install new equipment or when there are updates.
- Why It Helps: Empowers your staff to utilize the copier effectively, boosting productivity across the board.
Ready to Maximize Your Office Copier’s Potential?
At STAT Business Systems, we believe that the right equipment, combined with the right knowledge, can transform your workplace efficiency. Whether you’re looking to upgrade your copier or want to learn more about its advanced features, we’re here to help.
Why Choose STAT Business Systems?
- Expert Advice: Our team can help you select the best copier for your specific needs.
- Quality Products: As an authorized Kyocera dealer, we offer top-of-the-line equipment.
- Comprehensive Support: From installation to maintenance, we’ve got you covered.
- Flexible Options: Explore our Copier Leasing and Rent-to-Own programs.
Contact Us Today
- Get a Free Quote: Request Now
- Call Us: 954-321-1949
- Visit Us: 5066 N Hiatus Rd, Sunrise, FL 33351