Photocopiers are an essential part of most offices, and using one for the first time can be intimidating. It can be difficult to know what does what with so many buttons and functions. However, once you’ve successfully photocopied something, you’ll be an expert in no time.
Because each photocopier is unique, we always recommend reading the manual before attempting to copy, print, or scan anything. To make your life easier, we’ve created a general step-by-step guide on how to use a photocopier to assist you in mastering this common office machine.
1. Turn on the Photocopier
The first and most important step is to ensure that the power cable is properly connected before turning on the machine by pressing the power button. The power button is usually on the machine’s face, but it can also be found on the side. It’s also worth noting that most copiers now have a power-saving mode. If you notice that the machine is turned on but not responding, press the sleep mode button to wake it up.
It’s also a good idea to check the paper tray, which is usually located at the bottom of the machine. Fill the empty paper tray with paper by carefully placing it on the tray. Overfilling it will result in jams and problems later on.
2. Let the Photocopier Warm Up
If your office photocopier has a lot of different components and features, it will probably need a few minutes to warm up before it can work properly. The same is true for older machines, as their warm-up rate is much slower. Although newer and smaller machines can warm up quickly, it’s still a good idea to wait at least 2 minutes for it to fully wake up.
3. Place Your Document on the Photocopier
Lift the photocopier’s cover to reveal a glass surface beneath. Place the document on the glass, with the front facing downwards. Typically, there will be some guidelines on the copier that you can follow to properly place the document. Close the lid once the placement is correct.
4. Choose the Number of Copies
The machine’s screen will then display an instructional menu, prompting you to select the number of copies required. Some photocopiers will display this as a list, while others will require you to enter the number manually.
5. Choose the Colour Preferences
The following step is to select your colour preferences. Whether the copies should be colour or black and white. If the option does not appear on the screen right away, click the menu button and then select settings. There, you can choose your preferred colour and save it for future copies. However, keep in mind that not all copiers have this feature.
6. Choose the Paper Size
The final option is to select the paper size. Most advanced copiers have multiple paper trays that can all hold different paper sizes in case you need envelopes, posters, or other items in a variety of sizes. The standard paper size is 8.5 x 11 inches, also known as A4 paper. If your copier lacks multiple trays, you can select the paper size from the settings menu and then feed the appropriate 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.
