Photocopying and Printing
Tips - Photocopying and Printing
Suggestions for Reducing Costs with Copies
Reduce the Number of Pages in a Publication
- Condense content and refer readers to the web for more information.
- Use a smaller font and reduce the size of the margins.
- Decrease leading (the space between the lines of type).
- Reduce the number of photos/graphic elements or reduce the size of photos/graphics.
Go Double Sided
Where possible, print 2-up, double sided, or print to PDF. Free-ware/share-ware is available to make print-to-PDF possible on any machine.
Reduce the Number of Pages that Need to be Printed in Color
- A 24-page 8.5 x 11 report plus a heavy-weight color cover can cost over $20 each to copy.
- The same 24-page 8.5 x 11 report printed in black with just the front cover printed in color will be less than $2 each to copy. That is over $18 in savings per book (or more than 90% less).
Look at Paper Costs
Use environmentally-friendly paper when possible and select paper with economy in mind. Ask if a less expensive paper is an option.
Print On Demand
Consider using a "print on demand" service so that copies are ordered as needed. This prevents extra copies from being printed that will not be used.
Print One, Then Copy
The cost to print a copy of a document is less than the cost of photocopying the same document. Instead of printing multiple copies, print one document and then photocopy the additional documents. Even better, if your department has a networked copier, send the files there to print instead.
Edit Online
Adobe Acrobat provides a variety of tools for making notations for edits - without ever having to print a copy.
The easiest tool for doing so is the sticky note tool. This tool offers a familiar means for people to add and share comments on PDF documents without obscuring the content. Multiple authors and editors can share comments in the document so the process of editing is not bogged down by having to send multiple copies out for review and collating the changes from separate documents.
How to add a sticky note in Adobe Acrobat:
- Go to the Review and Comment menu and select the Note Tool
- Click on the page to stick down your new note
- Type your note
- Click outside the note to exit the note and return to the main document
Consider Moving a Printed Publication to an Electronic (or Web) Format
Review all documents and publications you currently photocopy for possible conversion to electronic delivery. Put documents like course-packs on CD or the internet. This can not only reduce costs, but can often simplify and improve the process.
Proof on the Screen
Get in the habit of proofing your documents on the screen rather than printing them out for proofing. Use “Track Changes” in Microsoft Word to record your changes, or to suggest changes to others.
Conduct Paperless Meetings
Email and display meeting agendas electronically (via PowerPoint or other program) rather than printing them out.
Reduce Administrative Photocopying
Review administrative forms such as time cards, leave forms, applications, etc., and convert to electronic where possible. Contact Records Management to determine which things need to be kept, and what is acceptable in e-format vs. paper. Particular attention should be given to Travel authorization and records management process. Consider E-faxing and PeopleSoft fax imaging if you do a high volume of faxes.
Consult a Professional
Consult an on-campus graphic designer or your unit's communication office to assist in the balance between function, aesthetics, readability and cost for each project that needs printing or copying. A publications professional can save time and resources and help you find the best way to communicate your message.
