How to use a photocopier in 7 easy steps

Photocopiers are an essential part of most offices and if you’ve never used one before, it can be a little daunting. With so many buttons and functions, it can be difficult to know what does what. But, after you’ve successfully photocopied something once, you’ll be a pro in no time.

Each photocopier is different and we always recommend reading the manual first before attempting to copy, print or scan anything. To make life easier for you though, we’ve created a general step-by-step guide on how to use a photocopier to help you master this common office machine.

1. Turn on the Photocopier

The first, and most important, step is to make sure the power cable is properly plugged in and then switch on the machine by pressing the power button. Often, the power button will be on the face of the machine, but sometimes you might find it on the side. Most copiers today also have a power-saving mode which is something to keep in mind. If you can see the machine is on but not responding, press the sleep mode button to wake it up.

It’s also important to check the paper tray too which you can usually find at the bottom of the machine. If the paper tray is empty, fill it with paper by carefully placing them on the tray. Don’t overfill it as this can cause jams and problems later on.

2. Let the Photocopier Warm Up

If your office photocopier is quite large with many different components and features then it’ll likely need a few minutes to warm up before it can work properly. The same goes with old machines too as their warm-up rate will be much slower. Newer and smaller machines are able to warm up quickly but it’s still a good rule of thumb to wait at least 2 minutes for it to fully wake up.

3. Place Your Document on the Photocopier

Lift the cover of the photocopier to reveal a glass surface underneath. Here, place the document on the glass, making sure the front is facing downwards. Usually, you’ll see some guidelines on the copier which you can follow to place the document in properly. Once the placement is correct, close the lid.

Place Your Document on the Photocopier

4. Choose the Number of Copies

The screen on the machine will then display an instructional menu where it will ask you to select the number of copies needed. Some photocopiers will show this is a list or will require you to input the number manually.

5. Choose the Colour Preferences

The next step is to choose your colour preferences. Whether the copies need to be in colour or in black and white. If the option doesn’t initially appear on the screen, click the menu button then go to settings. There, you’ll be able to select the colour preference and save it for future copies. Although, it’s important to remember that not all copiers have this option.

6. Choose the Paper Size

The last thing you’ll need to choose is the paper size. Most advanced copiers have several paper trays that can all hold different paper sizes for if you need envelopes, posters, or any other varied sizes. The standard paper size is 8.5 x 11 inches which is an A4 piece of paper. If your copier doesn’t have multiple trays you can select the paper size through the setting menu and then feed the appropriately sized paper into the tray.

7. Hit the Copy Button

Finally, hit the copy button to start printing your copies! Again, this button can usually be found on the top of the machine.

Looking to get a new printer for the office? Whether you’re a startup company or a large corporation take a look at the 6 best office printers in 2021.

For more information and advice on printers and photocopiers, we can help! Our team can get you up and running with the most reliable equipment and systems.

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