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Make Your Printer Work For You

Make Your Printer Work For You

There is probably no bigger frustration for office workers and others who use printers than a waste of printer paper due to careless formatting. I have worked in plenty of offices where hundreds of pages could have been rescued from the recycling bin with a few simple clicks. Many employees are simply not aware of the amount of options they have with their printer. Well, hopefully, with a few helpful hints today, I will save you some money and some headaches down the road.

The first helpful printing hint that I feel is important is to make sure that the page size is correct before printing. The best time to set up the page size is before working on a document, but it can be changed at any point before printing. In order to change the page size, go to File in the upper left hand corner of your document, left click and then left click on Page Setup. From Page Setup, you can adjust the size of the page that will be printed.

A list of available sizes will fill the majority of the screen. To select a page size, left click on your choice and press OK. Before pressing OK in the bottom right hand corner, users can preview the alignment and size of the page by simply left clicking on their choice and looking at the preview box on the right hand side of the Page Setup screen. As well, users can adjust the orientation of the page from portrait to landscape by left clicking on the page orientation scroll down menu at the bottom of the screen.

Another important hint to know is how to align the printed page with the computer generated page. While it would seem that if you have an 8.5 x 11 computer image, it will print on 8.5 x 11 paper, but that is not necessarily the case. In fact, I have seen people print 11 x 17 documents on 8.5 x 11 paper, leaving most of the document off of the page. In order to ensure that your printed page will match your word processed document, go to the File option in the upper left hand corner of your page and left click. From the File menu, left click on the Print option.

The Print screen offers many options, including a Properties button. Users should left click on Properties and look at the Paper Setup option. By left clicking on Page Type and Page Size under Paper Setup, a user can adjust the type and size of the paper that will come out of the printer. For example, you can ensure that when you print an 8.5 x 11 document, it will come out of the printer on the appropriate paper. When the appropriate page size and type have been selected, click on the OK button and from the main Printer screen, press OK to print your document.

Save some paper and some frustration with these simple printing hints. If you can’t remember them, make a little chart to place above your computer screen or on your desk. It will remind you to format your documents properly. This chart could also be duplicated and distributed to everyone in your office to spread the printing love!

~ Nick Katers