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Green Office Blog

What to Consider When Reducing Printing Costs and Paper Usage in Schools

Posted by Bianca Beck on Aug 15, 2018 3:22:00 PM
Bianca Beck

Schools are trying to find ways of cutting down printing expenditure without having to compromise educational standards, so it is only natural that material resources are the first place to look when trying to save money.paper-image

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Here are our top tips for schools on saving money and saving the environment by reducing printing and paper usage:

  1. Consider what printer to choose
  • You need to consider choosing a printer that preferably accommodates high capacity ink cartridges as they allow you to print more pages and save you up to 30% in cartridge expenditure than standard cartridges.
  • Determine if the printer needs to be a colour printer, as black and white printers are cheaper to buy and save you money when it comes to replacing cartridges.
  • Choose a printer that is energy efficient, lower energy consumption will save you money in electricity bills.
  1. Consider lower grade paper for everyday printing
  • When printing standard documents, switching from 100gsm paper to 60gsm paper could save you 47% in paper costs.
  1. Consider what type and size of font is being used
  • Consider what type of font you are using; some fonts are thicker and consume more ink and paper than others. Making your default font Times New Roman can on average produce 44% more prints from a cartridge.
  • Switching from a 12-point font to a 10-point will make a surprising difference, the smaller the font the less ink and paper it will consume and is still perfectly clear to read.
  • Also consider printing documents with wider margins, you could use up to 14% less paper!
  1. Consider checking the print preview first
  • An effective and often underused money saving tool, as this feature shows you exactly what your document is going to look like when it is printed.
  • Use the Fit to Page feature in Microsoft Excel: This feature automatically re-scales output to print evenly on one or several pages (especially great for spreadsheets that run over a single page) also, you should consider changing the paper orientation (portrait vs. landscape) for large spreadsheets to get more columns on a page.
  1. Consider duplex printing
  • Setting your printers default setting to double-sided printing can save you tons of money. This is ideal for everyday classroom printing and can reduce paper costs by almost 50%. Duplex copies are also easier to fold and staple.
  1. Consider multiple page prints per sheet
  • Most software packages such as Word and Adobe have a setting that enables you to fit 2-4 pages of text onto one sheet of paper, activating this setting can double your print economy while still being legible.
  1. Consider monochrome printing
  • Though a document looks black and white to you on the screen, your printer will try to match the exact shade by using colour when it prints, so setting your printer to print in monochrome/greyscale will save you loads of money.
  1. Consider draft printing
  • You can drastically reduce your ink consumption by setting your printers default to Draft. It automatically reduces the resolution at which it prints documents to 300dpi without reducing the appearance of basic documents too much as well as prints faster.
  1. Consider who has access to your printers
  • Printing Software can allow limits to be placed on the amount an individual can print, thus cutting down on wastage.
  • Set up individual user profiles, having each user log into each device before a print job can be released, this allows administrators to identify the main user abuse culprits.
  • Create systems that allow staff to measure how many print copies they are personally responsible for each month. Most people are shocked to find out how much they are printing, and this knowledge will motivate people to reduce their personal paper footprint.
  1. Consider recycling and reusing used paper
  • Reuse and collect paper that has been printed on one side for draft printing or to make new notebooks. Encourage employees and students to not discard paper that has been printed on just one side, rather set up a “reuse box” near the copy or print machines to store one-sided sheets.
  1. Consider digital over printed documents
  • Cloud storage is great for group projects as this allows documents to be saved and shared between multiple users online and can easily be edited without having to print anything at all.
  • Getting students to email their assignments/projects and homework to the teacher directly, allowing the teacher to mark their work online and email it back to the student to eliminate the printing process entirely can drastically reduce paper consumption and printing costs.
  • Create and distribute publications, reports, and memos electronically.
  1. Consider getting an MPS provider
  • Implementing a managed print environment using a Managed Print Service provider can reduce your printing costs drastically as they handle all aspects of your printing environment for you and implement systems to help reduce paper wastage.
  • Not only do they also help you save the environment but knowing what a single printed page costs you can help a school forecast and budget expenses more effectively.

Find out more about MPS here.

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Topics: Green Office, Printing Industry, Office Printing, Office Automation and MPS, print Environment, Managed Print Service, Managed Print Services, office automation, The Environmental Costs of Office Printing, MPS