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Reduce Your Printing Costs Reduce your overall departmental printing costs thru user education and simple, easy to use printing techniques. Office of Information.

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Presentation on theme: "Reduce Your Printing Costs Reduce your overall departmental printing costs thru user education and simple, easy to use printing techniques. Office of Information."— Presentation transcript:

1 Reduce Your Printing Costs Reduce your overall departmental printing costs thru user education and simple, easy to use printing techniques. Office of Information Technology Hardware Support Rebecca Goodman Todd Klingaman Adam Re

2 Reducing Your Printing Costs How much does Princeton University really print ?

3 Reducing Your Printing Costs How much does Princeton University really print ? Last year, 10,632,117 sheets of paper were printed in the libraries and OIT clusters.

4 Reducing Your Printing Costs How much does Princeton University really print ? Last year, 10,632,117 sheets of paper were printed in the libraries and OIT clusters. If stretched end-to-end, these pages would stretch for 1, miles. This distance is two-thirds the width of the United States, twice the distance from London to Rome, and three times the distance between Princeton and Kalamazoo, Michigan. A ream of paper sits two inches tall and contains 500 sheets of paper. This much paper would be over 3,544 feet tall when stacked.

5 Reducing Your Printing Costs How much does Princeton University really print ? Last year, 10,632,117 sheets of paper were printed in the libraries and OIT clusters. If stretched end-to-end, these pages would stretch for 1, miles. This distance is two-thirds the width of the United States, twice the distance from London to Rome, and three times the distance between Princeton and Kalamazoo, Michigan. A ream of paper sits two inches tall and contains 500 sheets of paper. This much paper would be over 3,544 feet tall when stacked. But this was only 20% of all University paper needs !

6 Reducing Your Printing Costs How much does Princeton University really print ? Last year, 10,632,117 sheets of paper were printed in the libraries and OIT clusters. If stretched end-to-end, these pages would stretch for 1, miles. This distance is two-thirds the width of the United States, twice the distance from London to Rome, and three times the distance between Princeton and Kalamazoo, Michigan. A ream of paper sits two inches tall and contains 500 sheets of paper. This much paper would be over 3,544 feet tall when stacked. But this was only 20% of all University paper needs ! During , the University purchased a total of 53,279,500 sheets of paper

7 Reducing Your Printing Costs So you can see that printing is a large financial endeavor at Princeton and cutting costs would have an impact on reducing the budget at the University.

8 Reducing Your Printing Costs What is the single most important component to reducing printing costs?

9 Reducing Your Printing Costs What is the single most important component to reducing printing costs? User Education

10 Reducing Your Printing Costs We can channel our cost cutting measures into the following areas:

11 Reducing Your Printing Costs We can channel our cost cutting measures into the following areas: Reducing paper usage

12 Reducing Your Printing Costs We can channel our cost cutting measures into the following areas: Reducing paper usage Reducing toner usage

13 Reducing Your Printing Costs We can channel our cost cutting measures into the following areas: Reducing paper usage Reducing toner usage Printing Efficiently

14 Reducing Your Printing Costs We can channel our cost cutting measures into the following areas: Reducing paper usage Reducing toner usage Printing Efficiently Printing Electronically

15 Reducing Your Printing Costs We can channel our cost cutting measures into the following areas: Reducing paper usage Reducing toner usage Printing Efficiently Printing Electronically Increasing User Awareness

16 Reducing Your Printing Costs Reducing Paper Usage

17 Reducing Your Printing Costs Reducing Paper Usage Print double sided whenever possible. Make sure the duplex mode is the default on your departmental printers and copiers.

18 Reducing Your Printing Costs Reducing Paper Usage Print double sided whenever possible. Make sure the duplex mode is the default on your departmental printers and copiers.

19 Reducing Your Printing Costs Reducing Paper Usage Print double sided whenever possible. Make sure the duplex mode is the default on your departmental printers and copiers. Turn off cover sheets and blank pages. If each of your print jobs comes out with a cover sheet, consider turning cover sheets off if possible.

20 Reducing Your Printing Costs Reducing Paper Usage Turn off cover sheets and blank pages.

21 Reducing Your Printing Costs Reducing Paper Usage Print double sided whenever possible. Make sure the duplex mode is the default on your departmental printers and copiers. Turn off cover sheets and blank pages. If each of your print jobs comes out with a cover sheet, consider turning cover sheets off if possible. Turn off the printers start up page. Many printers have an initial startup page printed out when first powered on. We have over 1000 printers on campus. If energy policies dictate printers being turned off each day, we can save a lot of paper this way.

22 Reducing Your Printing Costs Reducing Paper Usage Print double sided whenever possible. Make sure the duplex mode is the default on your departmental printers and copiers. Turn off cover sheets and blank pages. If each of your print jobs comes out with a cover sheet, consider turning cover sheets off if possible. Turn off the printers start up page. Many printers have an initial startup page printed out when first powered on. We have over 1000 printers on campus. If energy policies dictate printers being turned off each day, we can save a lot of paper this way. Use Print Preview feature before you print. Rather than printing your document to see how it looks, use Print Preview before you print. This will allow you to check formatting and margins. Print only after you are satisfied that your document is formatted properly.

23 Reducing Your Printing Costs Reducing Paper Usage Use Print Preview feature before you print.

24 Reducing Your Printing Costs Reducing Paper Usage Use Print Preview feature before you print.

25 Reducing Your Printing Costs Reducing Paper Usage Print double sided whenever possible. Make sure the duplex mode is the default on your departmental printers and copiers. Turn off cover sheets and blank pages. If each of your print jobs comes out with a cover sheet, consider turning cover sheets off if possible. Turn off the printers start up page. Many printers have an initial startup page printed out when first powered on. We have over 1000 printers on campus. If energy policies dictate printers being turned off each day, we can save a lot of paper this way. Use Print Preview feature before you print. Rather than printing your document to see how it looks, use Print Preview before you print. This will allow you to check formatting and margins. Print only after you are satisfied that your document is formatted properly. Use Pages Per Sheet feature. This feature reduces paper consumption by allowing you to print up to 16 pages per sheet of paper per side. For example, it is possible to print a 48 page document using only 6 pieces of paper.

26 Reducing Your Printing Costs Reducing Paper Usage Use Pages Per Sheet feature. This feature reduces paper consumption by allowing you to print up to 16 pages per sheet of paper per side.

27 Reducing Your Printing Costs Reducing Paper Usage Use Pages Per Sheet feature. This feature reduces paper consumption by allowing you to print up to 16 pages per sheet of paper per side. Four pages per sheet One page per sheet

28 Reducing Your Printing Costs Reducing Paper Usage Print double sided whenever possible. Make sure the duplex mode is the default on your departmental printers and copiers. Turn off cover sheets and blank pages. If each of your print jobs comes out with a cover sheet, consider turning cover sheets off if possible. Turn off the printers start up page. Many printers have an initial startup page printed out when first powered on. We have over 1000 printers on campus. If energy policies dictate printers being turned off each day, we can save a lot of paper this way. Use Print Preview feature before you print. Rather than printing your document to see how it looks, use Print Preview before you print. This will allow you to check formatting and margins. Print only after you are satisfied that your document is formatted properly. Use Pages Per Sheet feature. This feature reduces paper consumption by allowing you to print up to 16 pages per sheet of paper per side. For example, it is possible to print a 48 page document using only 6 pieces of paper. Employ Print and Hold or Walkup printing. This feature is standard on most newer printers and copiers. You may print the document, but it does not come out of the printer until you walk up to the printer and release it.

29 Reducing Your Printing Costs Reducing Paper Usage Print and Hold or Walkup printing. Choose printer and select Properties.

30 Reducing Your Printing Costs Reducing Paper Usage Print and Hold or Walkup printing. Select Other Options then Print and Hold

31 Reducing Your Printing Costs Reducing Paper Usage Print and Hold or Walkup printing. Some of the available options.

32 Reducing Your Printing Costs Reducing Paper Usage Employ Print and Hold or Walkup printing.

33 Reducing Your Printing Costs Reducing Paper Usage Print and Hold or Walkup printing. Select what option you want.

34 Reducing Your Printing Costs Reducing Paper Usage Use Uniprint to manage printing on departmental printers. Departments can put networked printers on Uniprint, a print management system that keeps track of each print job. Currently, OIT and the Library use Uniprint to manage public printing stations. With Uniprint reports you can monitor who is printing and how much. Uniprint also has optional print release stations that allow you to print confidential material and reduce unnecessary printing. Any department interested in using Uniprint should send to

35 Reducing Your Printing Costs Reducing Toner Usage

36 Reducing Your Printing Costs Reducing Toner Usage Print in Draft or Econo mode. This reduces the amount of toner applied to the paper.

37 Reducing Your Printing Costs Reducing Toner Usage Print in Draft or Econo mode.

38 Reducing Your Printing Costs Reducing Toner Usage Print in Draft or Econo mode.

39 Reducing Your Printing Costs Reducing Toner Usage Print in Black and White or Grayscale.

40 Reducing Your Printing Costs Printing Efficiently

41 Reducing Your Printing Costs Printing Efficiently Larger, high volume printers are more cost effective than smaller desktop models. Sharing larger, high volume printers is more cost effective than having many small printers. As a rule of thumb, the smaller the printer, the higher the price per page (ppp). Departments can save money by discouraging the use of small printers on each desk and, instead, having larger centralized printers. Walk a few extra steps to pick up output – and save money!

42 Reducing Your Printing Costs Printing Efficiently Larger, high volume printers are more cost effective than smaller desktop models. Phaser 3124 desktop 3.0¢ per page Phaser 5500 workgroup.85 ¢ per page The Phaser 3124 costs 353% more than the Phaser 5500 to print a single sheet.

43 Reducing Your Printing Costs Printing Efficiently Larger, high volume printers are more cost effective than smaller desktop models. Sharing larger, high volume printers is more cost effective than having many small printers. As a rule of thumb, the smaller the printer, the higher the price per page (ppp). Departments can save money by discouraging the use of small printers on each desk and, instead, having larger centralized printers. Walk a few extra steps to pick up output – and save money! B/W prints on color printers are not always inexpensive. Printing in color all the time is expensive. Use black and white as the default print mode or use grayscale. If you print color all the time, or black and white, your consumable costs may not change. While using less toner is good, there is still a higher b/w cost associated with color printers.

44 Reducing Your Printing Costs Printing Efficiently B/W prints on color printers are not always inexpensive. In this example, the color prints on the Phaser 6130 are about 10.6 cents each, while the b/w prints are 3 cents. The black and white prints are still about 3 times more as expensive as printing on a monochrome printer. Even though it is black and white, it is still expensive. Color printingB/W printing The same file printed in both color and b/w.

45 Reducing Your Printing Costs Printing Efficiently Larger, high volume printers are more cost effective than smaller desktop models. Sharing larger, high volume printers is more cost effective than having many small printers. As a rule of thumb, the smaller the printer, the higher the price per page (ppp). Departments can save money by discouraging the use of small printers on each desk and, instead, having larger centralized printers. Walk a few extra steps to pick up output – and save money! B/W prints on color printers are not always inexpensive. Printing in color all the time is expensive. Use black and white as the default print mode or use grayscale. If you print color all the time, or black and white, your consumable costs Amy not change. While using less toner is good, there is still a higher b/w cost associated with color printers. Inkjet printers vs. color laser printers. While inkjet printers tend to be initially very inexpensive, the cost of the cartridges make the cost per print deceivingly high. Laser printers have a higher initial cost, but the cost per print is significantly lower.

46 Reducing Your Printing Costs Printing Efficiently Inkjet printers vs. color laser printers. The Lexmark X6650 inkjet costs 287% more than the Phaser 7760 laser to print a single sheet.

47 Reducing Your Printing Costs Printing Efficiently Larger, high volume printers are more cost effective than smaller desktop models. Sharing larger, high volume printers is more cost effective than having many small printers. As a rule of thumb, the smaller the printer, the higher the price per page (ppp). Departments can save money by discouraging the use of small printers on each desk and, instead, having larger centralized printers. Walk a few extra steps to pick up output – and save money! B/W prints on color printers are not always inexpensive. Printing in color all the time is expensive. Use black and white as the default print mode or use grayscale. If you print color all the time, or black and white, your consumable costs Amy not change. While using less toner is good, there is still a higher b/w cost associated with color printers. Inkjet printers vs. color laser printers. While inkjet printers tend to be initially very inexpensive, the cost of the cartridges make the cost per print deceivingly high. Laser printers have a higher initial cost, but the cost per print is significantly lower. Increase the functionality of the departmental copier. Putting a departmental copier on the network makes it a multifunction machine – in addition to being a copier it is a document server and a scanner. Your copier can also serve as a networked printer, replacing a pricey desktop printer for your casual printer users.

48 Reducing Your Printing Costs Printing Efficiently Increase the functionality of the departmental copier. Departmental copier printer interface

49 Reducing Your Printing Costs Printing Efficiently Increase the functionality of the departmental copier. Departmental copier web interface

50 Reducing Your Printing Costs Print Electronically

51 Reducing Your Printing Costs Printing Electronically How can I use technology to send and save documents?

52 Reducing Your Printing Costs Printing Electronically How can I use technology to send and save documents? Save documents on a network drive. Send an and let the recipient look at a copy electronically rather than a hard copy.

53 Reducing Your Printing Costs Printing Electronically How can I use technology to send and save documents? Save documents on a network drive. Send an and let the recipient look at a copy electronically rather than a hard copy. Save documents on a removable media. Keep a copy of the file on a USB thumb drive or external hard drive so that you can transport the file in electronic form rather than working from a paper file.

54 Reducing Your Printing Costs Printing Electronically How can I use technology to send and save documents? Save documents on a network drive. Send an and let the recipient look at a copy electronically rather than a hard copy. Save documents on a removable media. Keep a copy of the file on a USB thumb drive or external hard drive so that you can transport the file in electronic form rather than working from a paper file. Print the file using the Microsoft Office Document Image Writer or by creating a PDF file. This will generate a picture file of the document that you can store on your hard drive. For example, print your PeopleSoft requisition receipts this way and never use a piece of paper. Print a travel reservation and send the confirmation to the person via .

55 Reducing Your Printing Costs Printing Electronically Print the file using the Microsoft Office Document Image Writer or by creating a PDF file.

56 Reducing Your Printing Costs Printing Electronically Print the file using the Microsoft Office Document Image Writer or by creating a PDF file.

57 Reducing Your Printing Costs Printing Electronically Print the file using the Microsoft Office Document Image Writer or by creating a PDF file.

58 Reducing Your Printing Costs Printing Electronically How can I use technology to send and save documents? Save documents on a network drive. Send an and let the recipient look at a copy electronically rather than a hard copy. Save documents on a removable media. Keep a copy of the file on a USB thumb drive or external hard drive so that you can transport the file in electronic form rather than working from a paper file. Print the file using the Microsoft Office Document Image Writer or by creating a PDF file. This will generate a picture file of the document that you can store on your hard drive. For example, print your PeopleSoft requisition receipts this way and never use a piece of paper. Print a travel reservation and send the confirmation to the person via . Scan the document using your copier and send via . Send documents to your department via rather than filling their mailboxes with paper.

59 Reducing Your Printing Costs Printing Electronically Scan the document using your copier and send via .

60 Reducing Your Printing Costs User Awareness

61 Reducing Your Printing Costs We can raise the awareness of these simple cost cutting measures by : Discussing the this info session and the FAQ with your SCADS or DCS and support personnel.

62 Reducing Your Printing Costs We can raise the awareness of these simple cost cutting measures by : Discussing the this info session and the FAQ with your SCADS or DCS and support personnel. Developing your own printing cost cutting plan for your department using the ideas set forth here.

63 Reducing Your Printing Costs We can raise the awareness of these simple cost cutting measures by : Discussing the this info session and the FAQ with your SCADS or DCS and support personnel. Developing your own printing cost cutting plan for your department using the ideas set forth here. Inform your personnel about the costs associated with printing and how they can help

64 Reducing Your Printing Costs We can raise the awareness of these simple cost cutting measures by : Discussing the this info session and the FAQ with your SCADS or DCS and support personnel. Developing your own printing cost cutting plan for your department using the ideas set forth here. Inform your personnel about of the costs associated with printing and how they can help Asking questions.

65 Reducing Your Printing Costs Printing FAQs Tips and Tricks and Reduce Your Printing Costs Will be available in electronic form on the OIT SharePoint Site


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