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Let’s Talk Photocopier Functions

Functions of a office copier

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They may get their name from their photocopying function, but ‘copiers’ also offer the ability to print, scan and more. Moreover, they achieve these essential functions whilst providing many additional features. The copier is truly worthy of the moniker Multi-function Device (MFD).

Read on to discover the many and varied functions of the modern copier!

Document Output (Printing)

Document Resizing – Make It the Perfect Fit

Many photocopiers can help you change the size of your document. If your poster looks ineffective on an A4 sheet, then the photocopier can make it fit an A3 sheet. On the other hand, you can use a photocopier to reduce your document to the smaller and more perfect fit. This useful feature is the norm with modern all modern multi-function copiers and proves incredibly useful around the office.

Duplex Printing

Photocopiers are also equipped with a function that can cut business costs, help create more versatile business documents and help the planet. Duplex printing enables you to print on both sides to literally half the number of sheets of paper that you use. Duplex printing can cater for landscape and portrait orientations, making it a cost-effective feature for any document style.

Document Collation

For those who need to print multiple documents that need to be handed out or delivered to different people, the collate option on a photocopier will save time and effort. Instead of spending your time separating different documents that have just been printed, a photocopier can print your documents and make it clear where one bundle of printing ends and other begins.

Make Booklets

The best copiers can help you make booklets. They do this by printing on sheets of A3, adding a fold down the middle and two staples to secure the sheets together. This can save money on outsourced printing tasks and allows you to produce marketing materials easier and in-house. Overall, this saves businesses both time and money.

‘Finishers’ to auto staple or hole punch documents

Photocopiers do not just help you save time by collating documents. They also save time by hole-punching and stapling the documents you print. There are many benefits to this function. If your photocopier staples it for you, then the most obvious benefit is that you save time. Moreover, if the photocopier completes these cumbersome tasks on your behalf, you can guarantee that the hole or staple is in the exact same place for every document.

Let's Talk Photocopier Functions:
Multi-function copiers at the heart of document management and digital transformation.

Document Input (Scanning!)

Scanning to email

Most, if not all modern photocopiers, are able to scan documents to email addresses. They let you seamlessly transform hard copies into digital copies that are then sent to yourself or your clients. Many times, they are used to scan documents to your own email. This can be done more conveniently by not having to enter your email address every time you need to scan a document. This is because the best photocopiers let you add an email address to a shortcut button, saving precious business hours.

Scanning to Dropbox, Sharepoint or Network Folders

Building on scanning documents to email addresses, many of the best photocopiers will also allow you to scan documents to a shared space such as Dropbox, Sharepoint or traditional network folders. This is a convenient option for businesses with large teams who need to feed documents in to a central storage area. This type of scanning combined with OCR is at the heart of document management solutions.

Optical Character Recognition

Optical Character Recognition, OCR, is a capability that helps convert the text in scanned documents to a format readable (and searchable) by your computers. The scanner will read documents as you scan them and embed searchable text in to a PDF file. Once a document has been OCR’d you can begin to automate what happens next. OCR is an important part of the digital transformation journey.

At the machine

Let's Talk Photocopier Functions:
Pull print ensures documents are only outputted when the right user comes to the machine. Secure and saves paper and toner.

USB Printing & memory card printing

Many photocopiers are manufactured with USB ports and memory card slots. Incorporating these ports onto a photocopier makes it easy to print documents swiftly and without the need to use a computer. Simply insert your USB stick / drive, choose your document and hit print. This can be handy for your own staff, but often proves invaluable when you’ve got a customer or supplier on site who needs to print a document, but can’t connect to your network to print.

Pull Printing

Another way you can save paper – and therefore money – with a good photocopier is in with ‘pull-printing’ functionality. Pull printing to prevents a stack of uncollected print outs from building up.

With pull printing, people send printing jobs to the photocopier, but the document is only released when the person arrives at the photocopier and confirms the printing job. If they do not show up, the documents are not printed and then ink and paper are not wasted.

Another huge benefit of pull printing is improved data security – if you’ve ever raced down the office to get to the printer before your sensitive document gets collected by the wrong person, you’ll know what we mean. Pull print helps to ensure that documents are only seen by the person who sent the print job.

Hopefully, these copier features highlight how just how multifunctional they really are. If you want to get the most out of your office technology then a modern photocopier is the answer.

Would you like to have a conversation to find out how a KRL copier will help your business? Give us a call on 01482 657007, or get in touch.

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