[Libs-Or] Tech-Talk: DESKTOP – Secrets to Save Ink & Paper When Printing

Wed Aug 10 08:14:16 PDT 2022

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Spend less on printing supplies

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DESKTOP – Secrets to Save Ink and Paper When Printing
Intermediate

[printer]

Recently a colleague asked me to review a document and handed me 34 sheets of paper. And… most pages had large, colorful images or charts on them. My first thought was, "Wow, that's a lot of ink and paper!"

When I commented on the print job to him, he mentioned that he hadn't meant to print in the full color "best" mode, but didn't know how to make printing adjustments.

This got me thinking. How many people really know all of the print options there are available?

So, here are some tips that will save you costly ink/toner cartridges and sheets of paper (some you may already know, but I bet there are a few that you might not have heard of yet).

NOTE: Each type of printer is different, with varied options. You may (or may not) have these choices available. The screenshots represent options on an HP printer. Look for similar options in yours, regardless of brand.

TIP: Do an internet search for [fill in your brand and model] printer manual. You'll be able to download it or read it online.

1. Print in Grayscale (or Black and White)

If you have a document with a lot of color and just need to print out a copy to proof or review, save your color cartridges by selecting the grayscale or black ink only mode. To do that:
·     Go to File, Print.
·     Typically, you will find this option by clicking Printer Properties, then find the Grayscale option in the menu.

[print option]

2. Print in Draft Mode

To reduce the ink used (black or color), if you don't need a high-quality printout, choose the Draft mode. Most of the time if you're printing just text, you won't even detect a difference!

To make this selection:
·     Go to File, Print.
·     Then usually you click the Printer Properties link.
·     In the menu find Print Quality. Here you’ll find selections like Draft, Normal or Best.

[print options]

3. Print Selection

[print selection]

Sometimes you may only need to print part of a document, or even part of a page. Instead of sending a whole doc or page to the printer, highlight the area that you want to print first ... then choose Print Selection.
·     Start at File, Print.
·     Then you'll find an option (typically under Print all Pages) to Print Selection.

Again, printers vary so if you don't see this exact option, look for something similar.

4. Select Only the Pages You Want to Print

Of course, you can also just print specific pages instead of all of them.

[print choices]

Printers are smart so you could put in page numbers by range (1-4) or separated by commas (1,3,5) or even a combination of both (1-3,6,8,10).
·     Go to File, Print.
·     Look for a Custom Print option to print specific Pages.
·     Enter the Page number(s) that you want to print.

5. Use Print Preview

The print preview option will display on your screen what the printed hard copy will look like. This way you can make adjustments to the layout or pages so that you don't print out something that won't look good and have to reprint it again.
·     Go to File, Print.
·     On the screen you'll see how your document looks.
·     Use the button at the bottom to advance through multiple pages.
·     Make any changes before printing.

Tip: You can add the Print Preview or Print buttons to the Quick Access Toolbar in order to view them more quickly. See how here<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001-37np7UqjgoyYshRnQn8h-1byV4dcTWgsP-PbwzJTk5-7YWwqvIfEbPP-mWN2IYEwtVqQmhZJ59k-8Arc9E3si4IvyDgUeXTpi3ER6YdBSfukitQpHdxJzIXPH6ayxcLkrF8sCS_OBQxwLFtI48ccT_ouqPXch_69UWRRLa3gymkcCVWfSgtL7D4440kLlphBioN90zgIm6_q8lYSFJrmA%3D%3D%26c%3DW4CAas8Ej-N8YRd9VuVQuX_4K7M6lVyUGnwIdJWJjMPuacKENuV8mQ%3D%3D%26ch%3DMFjcRDGVtDCou7bw1I-n0VkyJ_gWezeWKFo-8IY_R89yezTdraVhOw%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C0d0fc47c658e4175ad4908da7a47ceca%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C637956746092006270%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=5%2F2yPYK8tI56GBPF%2Bimxwm4RQELOdf98PJMV34BxFqI%3D&reserved=0>.

[print preview]

[print multiple pages per sheet]

6. Print Multiple Pages Per Sheet

This is an option that I discovered recently. I needed to print a recipe that was displayed as two pages long – but I wanted it to be only one sheet of paper. I chose to print two pages per sheet so it worked perfectly. (Similar to printing multiple slides to a sheet in PowerPoint or G-Slides.)

With this option, typically you can print 1, 2, 4, 6, 8 or even 16 pages/sheet. Obviously, this will shrink your content size, so be sure to select accordingly.
·     Go to File, Print.
·     Look for an option that shows the Number of Pages Per Sheet.

7. Print On Both Sides of the Paper

Many printers give you the option to print on both sides of the paper (referred to as duplex printing). They have the ability to essentially "flip" the paper, putting text on both sides … saving paper!

NOTE: If you don't see this option, some printers provide instructions so that you can manually reinsert pages to print the second side (manual duplex printing).

[print on both sides]

·     Go to File, Print.
·     Typically you'll see this option right in the menu under Print One Sided (or you have to look under Advanced).
·     Choose to print on Both sides and either flip pages on the long or short edge.

TIP: The default is to flip on the long edge for the regular portrait orientation. If you want the output to be landscape, choose to flip on the short edge.

8. Do You Need a Printed Copy?

Assess first if your document really needs to be printed out. Will a digital file do? Here are some ideas.

·     When traveling, save documents so that you can access them on your phone.
·     Send documents by email and have them signed electronically.
·     Have someone review the digital file instead of a hard copy.

What other print-saving ideas do you have?

BONUS: Many of these printing tips can be combined. For example, you can choose all of these: 1) print in black and white, 2) in Draft mode 3) with multiple pages per sheet.

CAUTION: Each time you print, the last options you selected may be used in the next print job you initiate. So be sure to review the settings each time you send a file to the printer.

[https://files.constantcontact.com/ee1208b4001/41d9a61c-7e5a-4de3-b0a4-4021dd05cea3.png]

Communications: Write
Switch from "I" to "You"

I was writing an email the other day and started out with “We would like to let you know that..." when I caught myself.

Sure, I wanted to share some information, so I thought that being forthright was the way to go. But then I remembered that messages should be less about "me," "I," and "we" ... and more about "you."

Who cares if "we want you to know!" The reader or listener is more concerned with what is important to them.

The remedy: find a way to switch out the first person pronouns to second person (you, your).

Perhaps...
·     "Thought you'd like to know that.."
·     "So that your life will be easier, we've created..."
·     "Wanted you to know that..."

You get the point! Switch from "I" to "you" whenever it makes sense. You'll get a better reception to your messages.

[https://files.constantcontact.com/ee1208b4001/da1c6ee9-ba35-4af5-9c80-8e1b5781189e.png]

Leadership
Taking action and persevering

You have something in mind ... an idea that might be a great asset to the organization or the world in general.

Maybe it's something simple such as a more effective way to handle story time or budget reporting. Or maybe it's something that you've always wanted to try but never seem to have time to tackle it.

In any case, here's a thought for you to consider.

If you don't do it, the answer is no.
Doing it, and doing it, and doing it again, brings yeses.

There's a two prong message here, right? You'll always get a no if you don't do it. And very often it takes doing it in a variety of ways before you reach success. So you need to persevere. Expect achievement to require multiple tries.

Whether you're leading a team or your own life, keeping these concepts in mind can be quite helpful.

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