If you’ve never used one before, photocopiers can be a little intimidating. They are a necessary component of most offices. Knowing what each button and function does can be challenging with so many options available. But once you’ve successfully copied something once, you’ll be an expert in no time.
Since every photocopier is unique, we always advise reading the manual prior to trying to copy, print, or scan anything. But to make things simpler for you, we’ve put together a general, step-by-step manual on how to use a photocopier that will help you become an expert with this common office device.
What Is Photocopier?
An inexpensive photocopying tool known as a photocopier enables users to make multiple copies of a document or an image. Similar to how a laser printer uses its technology, copiers use xerography. The printer is an accessory that makes a physical copy of the digital data displayed on the computer screen. Using a USB or wireless connection, printers can be used to connect to a computer.
An exact copying device, such as a copier, can be used to duplicate various types of media, including documents, photos, drawings, and more. Around 1959, the market saw the introduction of the first basic copy machine. Copies are still made using copy machines, even though they are not as widely used as they once were.
One could be found in many of the same locations where a printer would be. They accomplish very different things despite sharing similar technology. For instance, a professor might use a copy machine to make duplicates of a book chapter for a class assignment. A copy machine would be more appropriate in this circumstance than a printer.
The Distinction Between A Photocopy Machine And. Printer
Without being connected to a computer network, a photocopier makes copies of physical documents. In contrast, a printer enables users to send documents from a computer network to print them.
The majority of printers also have a physical copying feature, and multifunction printers have many additional features that we’ll list below. To decide whether a photocopier or printer is best for your business, look further into each of the following factors.
Each Serves Different Functions
A multifunction printer, also known as an MFP, can accomplish more tasks than a standard photocopying machine, which can only make copies. Secure copying, printing, scanning, and faxing are all capabilities of MFPs. Even hole punching and stapling are available on some devices.
Older copiers might only be able to print in black and white or in color. It’s typical for an MFP to handle both modes on a single machine. Both can have the ability to produce high-quality printed materials when required, depending on the unit.
Copiers Are Slightly Faster Than Printers
Although it’s difficult to tell the difference with short runs, copier printing speeds can occasionally be faster than those of multifunction printers. The multifunction device might be faster if you’re making 1,000 copies of a single document on it than a copier. However, the time difference is insignificant for the majority of people who only need a few copies or even a few dozen when they print.
Both Can Be User Friendly
Some multifunction printers were cumbersome and challenging to use when switching between various modes when they first came out. MFPs have improved greatly in terms of intuitiveness over time. Copiers have a wide range of buttons and settings that can make even a straightforward copy into a difficult undertaking. A copy can be made with the touch of a button on modern multifunction printers, which are designed with the user experience in mind.
Printers Are More Versatile
Multifunction printers are becoming more and more popular because they are capable of handling a wide range of tasks that standard copiers cannot. MFPs are used frequently by office workers to scan printed documents and email them directly to their inboxes so they have digital PDF copies to store on their systems. Copiers work better for lengthy, demanding print jobs where many copies are required at once.
Finding a device that can only make copies today—and not print, scan, email, etc.—is difficult. — is very difficult. The multifunction printer is starting to become standard due to the shift to digital documentation, environmental initiatives, and efforts to reduce paper use (and related costs).
Multifunction Printers Cost More Than Copiers
A multifunction printer, which is also referred to as a printer copier, can easily cost thousands of dollars more than a black-and-white copier because of its superior functionality. Within each of these categories, there are also price variations. Although not always the most expensive, the total cost of ownership should be taken into account when choosing the best office printers.
Whichever option you decide on, you probably have the choice to either buy it outright or lease it to spread out your payments over time. The main factor affecting the cost of a multifunction printer is whether it is a color inkjet or color laser printer; color inkjet printers cost more per sheet to operate because inkjet printer cartridges are more expensive.
Copiers Are Usually Larger
Multifunctional devices, like most widely used technology, have become smaller as their use has increased. Multifunction laser printers are occasionally small enough to fit on desks and lightweight enough that one person can move them, in contrast to the copier, which is typically thought of as a bulky machine and needing its own room (hence the phrase “copy room”). To the extent that you want more paper capacity, however, the devices expand with either option.
How Do I Use A Photocopier?
The steps listed below will help you use your Canon photocopier to make copies in under two minutes:
Turn On The Photocopier
Make sure your photocopier’s power switch is turned on by finding it (usually on the front or side). Numerous modern electronics are Energy Star certified, meaning they have power-saving features and a “sleep mode” button you can press. To awaken yours from sleep, press the sleep mode button, if it has one.
Put Your Document On The Copier
After that, open the photocopier’s cover and set your document down on the glass surface. On the glass, you want the document’s front to be facing down. The document should be positioned according to the instructions provided by the guide marks. You can close the copier cover after properly positioning your document.
Select The Number Of Copies
Select the quantity of copies you want the copier to produce now. The copier will have a digital number display and a set of plus and minus keys so that you can adjust the quantity.
Select The Colour Preference
The next decision is whether you want color copies or black-and-white copies. To make your changes, press the button right now.
Select Paper Size
Choose the appropriate paper size. 8.5 x 11 inches is the standard paper size. If you require a specific paper size, you must feed the paper into the corresponding tray.
Press The Copy Button
To print your copies, you will finally click the “copy” button. In some devices, the copy button is also labeled as the start button. After clicking the copy button, your copies will begin printing.
Photocopying And Scanning
A photocopier can scan using one of two techniques: using the glass platen or using a document feeder.
a. Without a document feeder, simply open the lid and place your paper on the glass screen to scan or copy your document. To ensure that the copy is straight, be sure to align the corners with the on-screen guides. Ensure that the paper is not moving before closing the lid.
b. A photocopier with a document feeder might be a good investment if you need to copy documents that have multiple pages. Your documents should be placed in the document feeder face-up.
Choose between scanning and copying using the control panel. As your scans will need to go to your email or a folder on your server, you must ensure that the photocopier is networked before beginning to scan. You have a number of options for photocopying, including how many copies, the size of paper, and whether or not to print on both sides. Before making your perfect copies in the resolution and settings you specify, the photocopier will scan the document and memorize it.
Printing
With the ability to print documents, photocopiers have a wider range of potential uses in businesses. Before you can print to the photocopier, you must download the necessary print driver for the machine. There, you can choose the paper size and thickness, the number of copies you want to print, whether you want to print in black and white or not, whether you want to print duplex (double sided) or simplex (single sided), and whether you want to print in black and white or not. Each print driver is different. If you frequently use business letterhead and want a tray just for them, you can even instruct the photocopier on the print driver which tray to pull paper from.
List Of Do’s And Don’ts When Using A Copy Machine
You’ll save time and money on maintenance and repairs in the future by adhering to these basic guidelines.
Do’s
- Use the proper paper; this is a simple rule to remember because a copier must be fed paper that is the right size and thickness to avoid a jam. Paper is available in various weights (thickness), starting at 20 lb. bond paper ( the typical white paper you buy in cases) to thicker weight, the most common is 110 lb. card stock (the same thickness of index cards).
Some copiers can’t handle heavier paper. To ensure that you are feeding the correct paper thickness through your copier, read the specifications on your copier carefully. Please take note that you might even need to adjust your settings or place the heavier paper in the bypass tray. You might also be having trouble with the copy paper you’re using. - Make sure the glass is clean and free of scuffs. This is an extremely crucial one. If your glass is dirty, it will be obvious in your copies.
Each copy will display every scratch, scrape, and speck of dirt. If you’re wondering if you can clean it with Windex, you certainly can. Here’s why. - Make sure you buy and use the proper kind, clean, and thickness of paper in accordance with the instructions provided by the copier’s manufacturer.
- If you don’t currently use one, you really ought to. A power conditioner ought to be used to connect the copier as well, if you have the resources and know-how to do so.
- The copier should be strategically placed so that it can be accessed by the majority of your staff. However, it should also have enough space around it so that someone can walk directly behind someone who is using it. The copier ought to be a tool, not a barrier that prevents office visitors from walking around freely.
Don’ts
- Place your copier in a confined or crowded space. Funny, huh? They need to breathe. They do, however, heat up like any other office equipment and must be in a ventilated area to avoid recycling the air that leaves the equipment, which will cause it to continue to heat up until it overheats and malfunctions.
- Attempt to copy solid, dense objects. When it comes to flat objects, copiers are designed to duplicate them, but as humans, we believe that anything can be photographed, including our own body parts. A poor way to use a copy machine. If you don’t believe me and want a good laugh, just type “Copier Fail” into the search bar on YouTube.”
- Put it outside the office or in the bathroom. You might argue that neither of these scenarios warrants our recommending a copier, but it has nonetheless occurred.
- Try to use the copier for anything other than what it was intended. It cannot print on metal, plastic, or wood. Different sized paper or objects cannot be run through it.
- Try to use something other than a soft cloth and glass cleaner to clean the glass.
- Before copying, allow paper with whiteout or ink to dry.
Conclusion
Consult the user manual for the photocopier you plan to use if you have any questions about its features or troubleshooting. Your machine may have come with a printed manual. If not, manufacturers typically have a manual and some kind of support on their websites.
