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Archive for September, 2013

September 30, 2013 by

Printers are expensive pieces of technology, especially if you need one to cover the duties of a medium or large-sized office. Some people opt to buy a printer outright, and some people would rather lease. Here are the main 5 differences between leasing and buying a printer, to help you make a decision for your office.


1. Service Costs – Normal wear and tear can bring a printer to its knees. Service calls are often included in the leasing cost, simply to keep the printers running at optimum levels, and bringing in money to the business you lease from. You will have to be prepared to pay for the service calls yourself, if you buy a printer.


2. Delivery Costs – When you choose to lease a printer, many places will have it delivered to your office free, a cost included with leasing. These machines are generally large and heavy, and the delivery bill would be huge if you were paying for it yourself.


3. Tax Implications – If you don’t own or buy the printer, you may not claim its depreciation value on your business tax return. You may still be able to claim the monthly leasing fee, talk to your accountant or advisor for details.


4. Long-run Costs – The monthly leasing fee, even with free delivery and service calls, will eventually add up to costing more than what the printer is worth, if you keep it long enough. Printers can cost thousands of dollars though, and many businesses can’t afford to buy one upfront.


5. Extra Fees – Normal wear and tear is expected in leased equipment, damages are not. If you don’t own the machine, you are required to pay for any extra damages caused.


Remember that leasing isn’t permanent. If your business can’t afford to purchase a printer right away, leasing is a fine choice. Some offices actually pay no attention to the ongoing costs of leasing, just for the peace of mind it offers.

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September 27, 2013 by

What are the differences between ink and toner? This is a common question asked by many people, and it is confusing if you are not part of the ink and toner industry. The following 5 differences between ink and toner will give you the information you need to know the difference.


1. Ink is a liquid. It is available in black and colors (cyan, magenta, and yellow). The cartridges are generally small, and the ink dries on the page after/as it prints.


2. Toner is a powder. It is also available in black and the same colors. The cartridges tend to be much larger, and the toner bonds through heat as it prints.


3. Ink is generally for use in inkjet printers and fax machines. Ink is best for printing photos and graphic images.


4. Toner is generally for use in laser printers and photocopiers. Toner is best for printing text.


5. Toner cartridges have many more mechanical parts than ink cartridges – from drum units, to fuser wands.


These are the basic differences to get you started. You will have to decide which type of printer is right for you, as both ink and toner excel in different areas. We will take a more in-depth look at the differences between ink and toner in an up-coming article – watch for it coming soon!

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September 25, 2013 by

Many offices will have memos hanging everywhere, some with valuable information, and others, not so much. It can make your office look cluttered, and uses expensive items in the process.


Using email rather than printing out memos is another great way to save on ink, toner, and paper costs. As sender of the email, you can even request that the recipients make it known to you that they have read and acknowledged it, and keep a digital record of said acknowledgement.


Try sending memos through email instead. You will save both time and money, and your office will be more aesthetically pleasing. Appearance matters to prospective customers.


As well, you might consider setting up your email to send the same memo message at pre-determined intervals, to avoid people using the excuse that they “forgot” or “didn’t see the memo”. If you also use the above idea about configuring your email to require the recipients to acknowledge your messages, you know your employees have seen it.


Any extremely important messages may still be better off with a hard copy left near the site. Fire exit routes, safety precautions, etc., are all easily forgotten if an emergency should arise, and are, in many cases, mandatory in your state or city.

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September 24, 2013 by

Believe it or not, dot matrix printers and accessories are still being sold today. They range anywhere from a few hundred dollars, to thousands. The higher end models are a bit faster and more efficient, but dot matrix printers are generally slow, noisy, and don’t offer much in regard to satisfactory graphics.


Many offices use them today for printing invoices or anything else where carbon paper and multiple layers are imprinted. The printer head works like a typewriter, stamping an ink ribbon with enough force to leave behind an ink character and a carbon-paper imprint on the paper layer underneath.


You may save money by not having to purchase ink and toner for a dot matrix printer, but you do still need to purchase the ink ribbon. If you are stuck wondering which type of printer to use for your day-to-day printing needs, an interesting analogy may help you make a decision.


Gasoline (ink and toner) is expensive and the price keeps rising. Get rid of your car (laser), and buy a horse and buggy (dot matrix) because it’s cheaper to run.


If your home or office only prints a few documents per day, and you don’t need them right away, you may get along well with a dot matrix printer. If you need your printed material quickly and frequently, you probably cannot afford to spend time waiting.


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September 23, 2013 by

Too many people will try to over-stuff an entire 500-sheet ream of paper into the printer’s paper drawer. Many large machines are equipped to handle this, but some are not.


Even if it looks like there is room in the drawer, don’t put in more paper than what your printer can handle. You will get to know your printer’s capabilities after working with it for a while, and it is always important to read the manual; it will direct you as to the proper amount of paper.


Accepting that your printer may not be able to hold an entire ream may make the difference between printing with ease, and spending two hours trying to remove the little bits of paper that gets stuck in the machine as a result, blocking everyone’s print jobs, copies, and incoming faxes.


Can Cause Damage To Printer Mechanisms 


Pulling out bits of paper from an over-stuffed printer can also harm the small machine parts, causing even further damage. You also don’t want to stick any objects into the machine to poke at any jammed paper. Large multi-function printers are very expensive and manufactured with many small moving parts. Any broken pieces will require a service call; the paper jam will be the least of your worries.


Ideally, you should have more than one printer if your office depends on faxes, scanning, printing, and photocopying. A broken or out of order printer for reasons of being careless is an expensive mistake to make.

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September 20, 2013 by

When looking to purchase paper for your home and office printing needs, a quick Google search for “printer paper sales” will tell you which retailers have the cheapest prices at the time. In many cases, you will be required to register as a member to earn the savings, but signing up is free and often worth it, especially if you will be buying paper on a regular basis. These sites will frequently allow you to build up member points, which are redeemable toward future purchases.


Office Depot just had an online sale where you purchase two 10-ream cases for $41.99 each and get the third box free.  This deal works out to $2.79 per ream of 500 sheets. There is a limit of two free boxes; in a smaller home or office environment, this may be enough. These sales are constantly coming and going, making it is wise to do a few minutes of internet research before you buy – many retailers offer similar deals. This takes the worry out of missing a sale; other retailers will eventually have a sale of their own.


They also have decent prices regularly for bulk paper buyers. If you are a larger office, you may look into Office Depot’s 40-carton pallet. $1200 will get you 400 reams of printer paper, 500 sheets each, at a cost of only $3 per ream. You won’t have to scour the internet for deals and the best part is they offer free shipping on orders above $50, in most cases.


Remember to check for current prices before you buy, online sales and prices change often, and no one wants to be stuck with an unanticipated bill.

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September 18, 2013 by

Don’t Worry – It’s Easy To Clean Up Spilled Toner If You Have An Accident!


If you are the person responsible for replacing the toner cartridges, you have probably gotten dirty more than once. Toner powder seems to find its way onto everything near it, even while in an enclosed case. This is especially bothersome as you are generally wearing your nice office clothes when it happens.


If you do get any toner on your skin and clothing, don’t panic and start wiping at it; smearing it in will only make the situation worse. Since it is a powder, you can blow off the excess (not with heat), or you can place your hand inside the garment and gently knock the powder out of the material.


Use Cold Water Only


There may still be some residual powder left over. Head to the bathroom, and using the coldest water possible, wash it off without rubbing it in. Cleaning the toner off may be easier if you remove the garment and run the water through from the inside, but this is not always a feasible option.


If the affected clothing is dry-clean only, take care not to rub in the powder, and make sure to let the drycleaner know of the areas before any work is done. If the clothing is machine washable, use the appliance’s coldest setting.


Remember: toner powder will fuse and bond in heat and you won’t be able to remove it once this happens.

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September 17, 2013 by

Many offices don’t pay a lot of attention to the settings on their multi-function printers. The default settings may not always be in tune with optimum toner life span, and you could be wasting precious and expensive materials without even realizing it.


Think about how many incoming faxes are printing through your machines, many of them being spam. Do you really need those faxes to print at the darkest setting?  Or the photocopies your employees make for their own need – they generally get thrown away or shredded after only a small amount of use. These documents don’t need to be printed at the darkest setting either.


Adjust Your Printer’s Default Settings


If you adjust the density, you will instantly save on toner, and money, with every single sheet of paper that prints through your machine. This can add up to huge savings over time. You can raise the toner density when you notice the color is too light, to get more life out of the cartridge.


Try lowering the default settings on your machine for all in-house prints and copies, even just a little bit – you probably won’t even notice. It’s not difficult to raise the toner density for any copies or prints going to customers or other important people when you need to. If necessary, a reminder memo located close to the machine will assist people in remembering to change it.


Many printers also come with toner-saving options of their own. Read your manual for any tips specific to your model.

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September 10, 2013 by

Brother has just introduced a new high-end all-in-one inkjet printer that can print 35 pages per minute for B&W copy and 27 pages per minute for color copies. Retailing at $299, the MFC-J6920w boasts a 3.7 inch LCD screen and can print directly from mobile devies using AirPrint, Google Cloud Print, Brother iPrint & Scan and Wi-Fi Direct protocols. Read more here.

September 4, 2013 by

Samsung recently demonstrated what can only be described as stunning. A fully functioning printer made from cardboard! Granted that the printer is still far from being commercially available (or even viable, considering the strength of the cardboard used is not very high), but it was built to create awareness around the environmental impact of using plastic. Samsung introduced a couple of other interesting concept printers as well. Read more at