How to Use the Photocopier at Your Office: A General Guide


Jade Wong 2017-04-01 10:00:00

Office photocopiers are an essential tool in the modern office. We rely on them more than we realize. Just remember how frantic everyone seems when the photocopier breaks down. There are many different types and models with a wide variety of features to choose from. If your office needs a new photocopier it might be useful to do a little research before you buy or lease a new machine. That might start with understanding how office photocopiers actually work.

📰 Research

To find the right office photocopier for your business, you will need to research in order to find a make and model that will meet your needs and expectations. You will need to consider those needs when it comes to not just making copies, but faxing, collating and image resizing. Many office photocopier supply companies have a guide on their website that will help you sort through the various pricing and feature options to find the right match for your company.

If you have a small office you might be able to get by with a cheaper, desktop model. While larger companies might need a bigger machine that offers a lot of convenient features and can make a lot of copies very quickly. It’s always good to shop around when looking to purchase this type of equipment and most suppliers will be pleased to provide you a quote for comparison purposes.


⌨ How Office Photocopiers Work

Before you start shopping, it might be helpful to know how office photocopiers work. That way you’ll have a better understanding of what they do and how the various features work. Office photocopiers use a light lens to copy documents. There are analog and digital style office photocopiers. One important thing to know is that the higher the level of resolution of a photocopier, known as DPI or dot per inch, the better and crisper the quality of the copy will be. If you work in high tech or design you will need a high-resolution office photocopier. You can learn more about dot per inch at All About Digital Photos.

There are some other particular factors to consider when purchasing or leasing an office photocopier. They include the speed of the machine which is based on a function called “pages per minute. You need to consider how many pages a minute you will need for your operations. You also need to think about features like collating and stapling, and whether you want to have a fax component built into your machine.

In addition, you will need to think about three other things: Volume, Time and Versatility.

🔍 Volume

How much photocopying are you currently doing? Will that increase in the future? Those are two key questions that you need to ask before buying or leasing a new office photocopier. Offices with large and growing photocopying needs will require a large photocopier to accommodate that workload. If your volume is lower you might be able to get away with a smaller model or even a desktop office photocopier. If your volume is large you are also probably better off leasing rather than buying, because the cost of such a machine may prove to be prohibitive.

⏱ Time

Depending on the size and busyness of your office you will want to consider how fast an office photocopier can process each job. There is nothing worse than having a big job, with someone behind you, and having to feed individual sheets into the machine. For a regular-sized office the photocopier should be able to feed sheets quickly and have a paper capacity of at least 250 sheets. Most of the modern office photocopiers also have an automatic document feeder that should hold at least 25 sheets.

📏 Versatility

Your new photocopier should also meet your needs when it comes to the ability to handle various paper sizes, weights and things like transparency sheets and index cards. A flatbed copying option is also great if you need to copy directly from books or manuals. Other helpful office photocopier options might include duplexing which is the ability to print on both sides of a page. That can save you both time and money. Colour office photocopiers are another nice option to have, but they are expensive to buy, and the ink cartridges are very costly to replace. You can learn more about the different types of printers at XMA Business Solutions.

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