1. 1 of 3 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. Corporate employees use an enormous amount of paper. By using best practices you can avoid printing hundreds of unnecessary pages per month, reduce printing costs and save trees. Topics in this guide: In Windows XP, click Start, and then click Printers and Faxes. Double-click the printer you want to use, and look at the list of print jobs in the queue. 1 2 Check Printer Status To conserve time and resources, check the status of the printer prior to submitting your print job. If you see that your default printer has several documents pending or has an error, choose a different printer prior to submitting your print job. Print Securely You don’t need a private printer to print securely. With secure printing on a public printer, the only person who can see or retrieve a print job is the person who generates it, because it’s protected by a personal identification number (PIN). For instructions about how to print securely, contact your local helpdesk. Collate and Staple Save time by having the printer collate and staple your documents. To use the Collate feature, on the Print menu make sure that the Collate check box has been selected. (When your selected printer has this feature, the check box will be selected by default.) To use the Staple feature: On the File menu, click Print>Properties>Paper Output>Output/Stapling. 1 2 3 Under Output/Stapling, choose either Collated, 1 Staple or Collated, 2 Staple. Click OK, and then make the selections you want for your print job (such as number of copies). Click OK to start printing. Note Only printers with finishing capabilities can collate and staple. If you don’t see these options, your printer doesn’t have these features. Check Printer Status Print Securely Collate and Staple Print and Hold Print to a Public Printer Print Smart

2. 2 of 3 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. Print and Hold Before printing a large job, print a sample copy using the Print and Hold feature. Save time and avoid waste by proofreading the sample copy, and then releasing the remaining copies at the printer instead of returning to your computer. At your computer, open your document in Word, and then select File>Print. Check that the printer model supports print and hold and that it is selected as the current printer. Click Properties, select the Paper/Quality tab, and then click Advanced. Note You must turn off the Collate option to use this feature. To turn off Collate, on the File menu, click Print, and clear the Collate check box. (If you don’t turn off Collate, the entire job may print as a single document.) To print and hold: 1 2 3 4 5 6 Under Job Type, select Sample Set, and then click OK. Click OK again to return to the main Print menu. Make any other changes (such as total number of copies), and then click OK to print. One document set is printed, and the printer holds the remaining copies. Go to the printer to proofread the sample set. Open the printer control panel, select the print job from the Job List, and then press Release to print the remaining copies. 7 Note If you don’t wish to print the remaining copies, press Cancel to cancel the print job.

3. 3 of 3 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. Print Smart By carefully considering alternatives to printing, you can increase your productivity and save your employer money at the same time. Use one of the several methods described in this section to reduce the amount you print. Print to a Public Printer A public printer is one that is one that is set up and maintained by your company’s Information Technology (IT) Department. The printers you see around the building are typically public printers. Printers found in an active directory search are also public printers. Preview your e-mail messages instead of printing them. Use the Reading Pane in Outlook—the image looks just like a sheet of paper. Use color printing sparingly. Color printing costs 20 times more than black and white. Select the correct features before printing. Avoid waste—determine which features you’ll need (such as duplex, collating, stapling, black and white and paper size or orientation) and select all of them before sending your print job to the printer. Use e-mail or Windows ® SharePoint ® instead of printing. Send and share reports and presentations rather than printing copies. Printing has a minimal cost, sharing costs nothing at all. Print PowerPoint docs using 4 slides per page The slides are still readable and you only use one-fourth of the paper required to print slides full-screen. In the Print dialog box, under Print what: choose Handouts and then select 4 in the Slides per page drop-down list. Conserve paper whenever possible. Use duplex (two-sided) printing and/or multiple pages or slides per page to reduce paper use when printing many handouts.