Print-Ready Checklist: How To Make A File Ready For Print

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1: Use the Right File Format Before sending your file to print, it must be saved in the appropriate format. Otherwise, the file may not contain enough information to print. PDF is the best file format for vector graphics. Use TIFF or JPEG (high quality, low compression) formats for raster files. 2: Know Your Color Space Colors are produced differently by printers and computer monitors. Colors are created by printers using cyan, magenta, yellow, and black (CMYK), whereas computers use red, green, and blue (RGB). Despite the fact that tradition dictates that all colours be converted to CMYK, many modern facilities can now successfully work from RGB or CMYK files as long as the appropriate colour profiles are embedded. RGB files that are handled correctly can produce better results than CMYK files. Colors can be better matched if they are left as Pantone Matching System values rather than converted to CMYK. 3: Include the Necessary Fonts The fonts you use in your design might not be widely available. If you take your file to a print shop where the software does not already include your fonts, the software will choose substitutions based on the fonts it has. To ensure that your design is printed correctly, include the necessary fonts and images with your file. That way, your third-party printer will have everything they need to produce your print correctly. Converting all of your text to outlines is another way to avoid font substitutions. This step converts your text into graphics, eliminating the need for you to supply fonts. 4: Use High-Resolution Images The resolution of an image determines how sharp it appears up to a certain size. Printing an image that is larger than its resolution allows results in larger pixels, which blurs the image. We recommend 100 pixels per inch (PPI) for large format prints with close viewing distances and 300 PPI for small format prints at Mousegraphics. This, however, applies only to raster image components. Vector graphics and images can be printed at any size without sacrificing image quality. 5: Set the Bleed A bleed must be included in your design to avoid cut-off text or unwanted white edges. Set the bleed to account for the extra space around your design’s edge that will be trimmed off after printing. If you want your design to extend to the print’s edges, you must extend the edge of the image or background colour to the bleed margin. For most documents, the standard bleed sizes are 0.125 (18) inches on each side and saved without crop marks. It’s always a good idea to double-check this with your printer.

What Print Business Marketing Materials Do You Need?

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Marketing materials range from printed business cards to digital billboards and communicate your services, products, promotions, and other relevant information to potential customers. Despite the popularity of digital marketing materials such as websites and emails, you should not abandon printed marketing materials. Items that customers can feel, touch, and keep have a much more personal feel to them than any online presence. Six Types Of Effective Marketing Materials 1. Brochures Brochures’ versatility allows you to convey a wide range of information in a small space. Brochures are also useful because, once created, you can reuse it to provide detailed information about your various products or services. Leave brochures at your reception desks, trade show booths, and other locations where customers can get more information about your company. 2. Catalogs If you provide a wide range of products or services, it’s a good idea to print catalogues for your customers to peruse. Catalogs allow customers to browse your offerings without feeling rushed. In other words, customers can take their time learning everything they need to know about your products or services rather than feeling compelled to stare at a screen. 3. Direct Mail Direct mail marketing is a much more effective way to stand out than sending an email, which has to compete for attention and may be deleted while unread. Direct mail is also an excellent method of reaching customers in specific geographic areas. Send out postcards, flyers, brochures, and other print marketing materials with promotions, coupons, and calls to action to attract new and existing customers. 4. Business cards A professional business card creates a personal connection between your company and potential customers and makes a great first impression. Your business cards should include all of the essential information about your company, such as your name, logo, and contact information. Giving out business cards at networking events and other occasions ensures that potential customers remember the interaction and can contact your company in the future. 5. Letterhead To improve your relationship with your clients or customers, add a personal touch to your written communications. Letterheads with your company name and logo above a personalised message allow for a more personal interaction. They also demonstrate the professionalism of your company, which will encourage your recipient to read the content. 6. Signs Signage is required whether you promote your business through a storefront, trade shows, or any other physical location. Colorful posters, banners, window graphics, and other eye-catching signage can help you capture people’s attention. Signage can also be used to inform potential customers about your company and its promotions. Window shoppers and trade show attendees can be converted into loyal customers with the right signage.

What Should I Look For In A Managed Print Service?

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What Should I Look For In A Managed Print Service? It’s not surprising, then, that nearly half of all businesses want to increase their use of managed print programmes. However, not all Print as a Service providers are the same. So what should you look for when examining managed print services companies? Will they help determine your printing needs? If a company comes in and immediately proposes a complex print solution or starts suggesting equipment upgrades before truly understanding what you print and why you print it, they may not be acting in your best interests. A mature MPS company, on the other hand, begins by establishing your baseline of what you print today. Will they help establish a total cost of ownership? An MPS company worth their salt will not only assist you in determining what you have and how you use it, but they will also assist you in determining how much you are paying for it. Printers, toner, repairs… it all has a cost, whether you’ve been tracking it or not. A good MPS company can show you the total cost of toner, the depreciation of your devices, and even the time and energy expended by your IT department, so you know exactly how much it costs you every time you click “File, Print.” Will they leverage your current print fleet? You’ve already purchased desktop printers. If an office technology company’s first pitch is to replace your current fleet with brand new devices from their showroom, chances are they are more interested in selling you new equipment than in efficiently managing your print. A good MPS company will work within your existing environment rather than attempting to fix what isn’t broken. Do they have a proactive approach to service and supply? Check not only whether a potential MPS provider can provide service and supplies, but also their philosophy. Is same-day or next-day service available? Do they proactively monitor your fleet’s toner levels and send toner before you run out? Do they conduct quarterly fleet assessments to determine whether you could improve your efficiency? A proactive approach ensures that your fleet runs smoothly without consuming IT’s time. Can they build a custom pricing solution to fit your fleet? No two printer fleets are alike, and no two businesses have the same print footprint.So why would you accept a managed print services company’s one-size-fits-all pricing? Check to see if your prospective MPS provider provides both cost-per-page and flat-rate pricing for the printers they support… and, more importantly, ensure that they take the time to determine which solution is best for your organisation. Do they have a replacement solution? When properly maintained, a desktop printer can last a long time. However, they, like any other piece of technology, have the potential to fail. Look for an MPS programme that can provide you with peace of mind for your devices and a replacement unit if a desktop device is beyond repair. A replacement programme is an excellent way to avoid the expense and inconvenience of purchasing new and unnecessary devices. A good MPS provider will be able to provide replacements for the devices they sell; a great one will be able to provide replacements for all qualifying devices supported.

What are Managed Print Services, and How Does MPS Work?

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You’ve probably heard of Software as a Service. Businesses are increasingly discovering that it is more cost-effective to hire platforms such as software as a managed service, with a monthly cost of operation, than it is to purchase and maintain that technology in-house. SaaS applications range from email and CRM to storage and cybersecurity services.   However, not all aspects of your business can be handled digitally. Many aspects of your business still require paper, and where there is paper, there are printers. So, if you can sign up for Software as a Service, can you also sign up for a print service? Yes, and you might be surprised at how cost-effectively managed The answer is yes, and you may be surprised at just how cost-effective managed print services can be for your business. How Do Managed Print Services (MPS) Work? Understanding the difference between in-house printing and the MPS model is critical for understanding the value of a managed print application. In-House Printing: What Usually Happens Stop me if you’ve heard this one: a small business owner or IT director walks into a big box store or does some online bargain hunting and purchases a fleet of desktop printers. They buy whatever is cheapest, and the printers are overworked.   When toner is needed for the printers, a purchaser orders it from another big box office supply store. Nobody cares about how much it costs… It is, after all, just toner. It is required by the printers. What plan do you have? What happens if a printer fails? That’s time and energy taken away from more important tasks by the IT department. And if they can’t figure out how to fix it… You could find a repairman, but why bother when you can return to that big box store and purchase a replacement for less than $200? So desktop printers are treated as a disposable asset, and the supply and maintenance of the print fleet is handled entirely by internal company departments. The costs are not being tracked or managed. The Managed Print Difference Managed Print, on the other hand, is a comprehensive solution designed to relieve you of the day-to-day maintenance of all your print devices. When printers fail, a service technician is dispatched to repair them. Parts, labour, and toner are all included. Fleets are organised to maximise efficiency. There was no time taken from the IT or purchasing departments. And all of it is available at a reliable, budgetable monthly fee. Is Print as a Service Really Affordable? That monthly fee might be reliable, but is it affordable? At first blush, it may seem strange to think that a service that streamlines your process and adds convenience could actually be a cost-savings measure, too. Since when can you get more, and pay less? The answer comes down to efficiency. Why are print costs so high? Because desktop printers are, traditionally, not very efficient. Toner is expensive, especially when you’re buying toner that’s provided by the original manufacturer. And companies have treated desktop printers as disposable, so they incur replacement costs that aren’t necessary. Thorough and mature managed print services companies, on the other hand, will offer comprehensive Print as a Service. Service that can efficiently fix a printer that would otherwise be thrown away. Service that can provide high-quality toner at a lower cost than most big box office supply stores. Service that can provide a great overall strategy for your print environment to help lower your overall cost per page printed. Customers are often surprised by how much their inefficient desktop print fleet is costing them, (in some cases, it can account for 1% to 3% of a company’s revenue,) and how much of a difference it makes to take a managed approach.

Signs It’s Time to Replace Your Office Copy Machine

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Your copier sends you signals that it’s time to upgrade, but that’s not all. You can also determine if it’s time for a new copy machine by assessing your employees’ needs and desires. When you approach this from all angles, you’ll have a much easier time assessing your organization’s output devices.   Do Your Employees Hate the Copy Machine Your employees are on the front lines every day, using the office copier. Have you noticed, however, that they are becoming increasingly vocal about it? If your employees are frustrated because the copy machine is constantly breaking down or running slowly, it’s time to consider a replacement or upgrade. A new copier will please your entire team while increasing productivity, which is a huge win for your company.   It’s Hard to Find Toner and Parts If your office copier is old and out of date, you may have difficulty locating toner and other replacement parts. It’s possible that you’ll spend more time looking for parts than actually fixing the machine. This indicates that your office copier is out of date. You’re using outdated technology, and maintaining and repairing the machine will become increasingly difficult. When you upgrade your multifunction printer (MFP), you gain access to the most recent technology as well as the necessary supplies, such as toner. A multifunction printer and an office copier are the same thing. There are desktop MFPs that are smaller in size and can print on legal-sized paper (8.5×14), as well as full-size MFPs that have more features.But what if you have a relatively new copy machine but are having difficulty finding toner or replacement parts? If this is the case, you should contact a local authorised dealer, such as AOS. Everything you need to maintain your devices can be found at your local copier or printer provider. They can also maintain and repair the office copy machine so you don’t have to worry about anything other than your daily tasks. Your Printing Needs Have Changed Your company has most likely changed over the years. When a company’s needs change, so do its printing requirements. If your current printer is incapable of meeting your workload or demands, it is time to upgrade. You can select an MFP based on your printing volume and other requirements. You can also purchase an office copier with additional features to assist your employees in becoming more productive. A local authorised dealer can assist you in selecting a printer that meets your new requirements, allowing your business to expand. If you aren’t ready to make a large purchase right now, you can even lease the office copier instead of buying it. (You’re Worried About Security)If you have an older copier machine, it most likely lacks advanced security features, putting your company at risk. You can quickly solve this problem by purchasing a new copier. Some newer MFPs and copiers include advanced security features, so you don’t have to worry about cyberthreats or data leaks.   You Want More Control Unfortunately, office copiers are among the most misused pieces of office equipment. Some employees use the machines to make personal copies, while others make colour copies when black and white would suffice. Misuse causes wear and tear, which leads to breakdowns. If you’re having trouble keeping control of your copier, now is a good time to think about upgrading. You can purchase a new printer that allows you to configure user controls and even choose who uses the office copier, who has access to colour prints, and other options.   You Aren’t Happy With the Print Speed or Quality If you are dissatisfied with the performance of your copier, you should think about replacing it. Consider the print speed first. Do you find yourself constantly waiting for your multifunction printer to finish projects? Because the printer is so slow, you feel like you’re wasting time there. Upgrading your office copier is an easy way to solve this problem because you can get a new model designed to meet your office’s rigorous demands. You should also consider print quality. If your print quality is poor, consider upgrading to a higher-resolution printer to solve the problem. Then, every time you hand over or send documents, you will put your best foot forward.   It’s Reached the End of Its Life Span You should also consider how long you’ve had your office copier and how much you’ve used it. Copiers’ useful life is determined by their age as well as the number of prints and copies they produce. With such an important piece of technology, it should be treated as you would your phone or computer, with regular refresh cycles built in. Another reason why most businesses today choose to lease their office copy machine is that the lease cycle includes an automatic refresh timeline.

Advantages Of Print Advertising Vs. Digital Advertising

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Print Ads Are More Trustworthy Print marketing materials, such as direct mailers, business cards, brochures, and ads in magazines or newspapers, are preferred over digital advertisements because they are more tangible. Printed media establishes your company’s credibility, making potential customers less hesitant to visit your website for the first time. Print Ads Promote EngagementBecause print advertising is more trustworthy than digital advertising, potential customers are more likely to engage with your company. Print advertisements with promotional codes and coupons also encourage recipients to buy.   While many people find pop-up ads to be intrusive and annoying, printed media provides a more personal experience that encourages engagement. When a recipient has the option to save a flyer, brochure, or catalogue to review at their leisure, it relieves pressure and makes the customer feel more at ease about making a purchase. Digital Ads Are More TrackableUnlike print media, digital ad campaigns are much easier to track. You can track a customer’s entire online interaction with your company, from visiting your website to making a purchase. Because digital advertising provides trackable metrics, you can run multiple campaigns at the same time to see which one is more effective. Digital Ads Allow for Specific TargetingYou can target your ads to specific age groups, people with specific interests, recent customers, and other demographics using modern digital marketing tools. Marketing to people in your target audience is more effective than marketing to a general audience.

The Future of Inkjet Printing to 2027

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In contrast to competing analogue processes, inkjet is expected to grow rapidly, with a global market worth $86.8 billion in 2022. With a compound annual growth rate (CAGR) of 8.2% from 2022 to 2027, this value will reach $128.9 billion in 2027. While inkjet is well established in some low-volume applications, faster presses mean that it is becoming more cost-competitive for longer print runs, even as many customers’ print purchasing strategies have changed. This is reflected in the volume of inkjet prints, which will increase from 1.0 trillion A4 print equivalents in 2022 to 1.7 trillion in 2027, representing a 10.0% CAGR from 2022 to 2027. The greatest expansion will come in packaging applications with installations of the latest dedicated presses for corrugated, cartonboard and flexible substrates. Inkjet is also broadening its market with double-digit growth forecast across the same period in commercial print, books, catalogues, magazines and directories. As the technology suite for inkjet improves it is increasingly pushing electrophotography (toner) print out of several core markets. Smithers’ extensive market data is combined with a critical examination of the technological developments that will shape and support the future evolution of inkjet printing: -The speed and resolution of presses will continue to improve. Over the next five years, the 200m/min presses and printheads with 1200dpi in 2022 will be upgraded to a standard of 300m/min and 2400dpi in 2027. Greater integration of robotics using smart monitoring to minimise downtime and improved precision in direct-to-object print will benefit the segment. -This output will be available in a broader range of press formats, including larger format sheet-fed machines capable of producing up to 10,000 A4 impressions per hour. -As inkjet technology spreads, ink prices will fall from their current high. An expanded range of UV-curing and water-based inks, as well as the steady evolution of more specialised whites, metallic effects, fluorescents, varnishes, and security inks, will support the market.The introduction of new embellishment and tactile finishes will allow for further diversification into segments such as home décor, transportation, garments, and other textile applications. -Digital print will become price competitive with analogue on all but the longest commissions as inkjet prices fall and higher throughput equipment is installed. -The market is benefiting from technological advances that allow inkjet to print on standard paperboard substrates with quality that is already approaching offset litho at the top of the market. Inkjet print rooms will benefit from systems that provide real-time comparison to digital masters to deliver defect-free print runs until 2027, as well as better integration with more finishing options. -Inkjet, as a digital-native technology, is best positioned to integrate with online sales and maintenance, making it a strong fit for post-Covid boom segments like e-commerce packaging. It is also more user-friendly for new users, which contributes to the skills shortage that is currently afflicting many print rooms. These – along with complimentary market trends – are examined in-depth in the new Smithers study The Future of Inkjet Printing to 2027. Its comprehensive market data forecasts are presented in over 250 data tables and figures, segmenting this dynamic sector by: End-use application (Books, Magazines, Newspapers, Directories, Catalogues, Advertising Print, Commercial Print, Photobooks, Transactional print, Security print, Graphics, Labels, Packaging, and eight functional/industrial print markets); Ink type (Solvent, Water-based, Radcure, Other); The authoritative technical and market guide is available to purchase now, priced $6,750 (€5,950, £4,950).

What is a Secure Email Gateway?

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Secure Email Gateway Defined Email remains the number one method of communication for most organizations. It is also the number one method used by cybercriminals to infiltrate your network, steal or corrupt your data and damage your reputation. Methods of attacking email are growing more targeted, more sophisticated and more dangerous. Right now, all industries are faced with an increasing number of phishing attacks, malicious attachments and ransomware attacks. A secure email gateway is essential to protecting your business from malicious content contained within emails by preventing them from reaching their intended recipient. By placing malicious emails into quarantine or blocking the sender, a secure email gateway significantly reduces the number of successful compromises of user credentials, email hosts and sensitive company data.

Are There Benefits To Mobile Printing In The Office?

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There is no question about it: the mobile workforce is growing. People use their phones for work now more than ever. A late 2019 study found that 51% of America will even answer work calls or respond to emails in the restroom.  While handling work from cell phones, tablets, and laptops, you can easily find yourself in a situation where you need the capabilities of mobile printing. Say you’re working on your phone and you need to print. Instead of having to email the document to yourself and waiting until you can get to a computer that’s connected to a printer, with mobile printing you can use an app to print directly from your phone. Some of the benefits to mobile printing in the office include an increase in productivity, potential for cutting costs, and more ease in your work day.  Mobile Printing Can Increase Productivity Improving the efficiency of workflow is something we all want. Having the ability to print from any building on an organization’s campus will save time. Mobile printing creates more flexibility and allows for instantaneous printing. This is a major benefit to having mobile printing in your office. Want to quickly print those notes you took on your phone during a meeting? Mobile printing is your answer. Do you need to print a PDF from your tablet to have a client sign it quickly? Again, cue mobile printing. Do you work at home but need to print at the office? You know the answer: mobile printing.  Possible Cost-Cutting Many companies rely heavily on the ability to print. Rather than purchasing printers for every department or group, mobile printing can cut company costs by allowing several departments to use the same printer.  Is Mobile Printing Secure? Some documents are sensitive. If you’re going to use mobile printing for materials that are meant only for certain eyes, you’ll need to choose a solution that uses passcodes. Pick an app or mobile printing solution that allows this. Your print job will be held at the printer until you can get there and enter your code—it won’t print without permission. 

WHEN YOU SHOULD REPLACE A PRINTER?

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How Old Is Your Printer?  If your printer is new or only a couple of years old, then the cost of repairing it should be much cheaper than the cost of replacement. However, if your printer is two or three years old but the model itself came out years before your purchase, it could be time to replace it. Parts for an outdated printer are typically harder to find and can cost more because of their rarity. What Is the Average Lifespan of a Printer? Most printers last at least 3 years and can work up to 5 or more years with the right maintenance. If your printer is nearing the end of its life, don’t stress. Choosing a newer model of the printer you have will make the transition easier. Plus, replacing a printer can benefit businesses by giving you access to all the latest features.  How Much Would Repairs Cost? The cost of maintaining your old printer model could be about the same as purchasing a newer model. When a printer breaks down frequently or requires older parts and supplies, the expenses can add up quickly. If your printer model is 7 years or older, the machine is likely to start costing you more than it is worth. How to Know When to Replace a Printer The Printer Is Too Slow The more you use a printer, the more the parts wear out, resulting in slower print jobs. Keep in mind that print jobs requiring more ink are naturally slower than average jobs, no matter the state of your printer. However, if small jobs are slowing down your printer, it might be time to replace it. Poor Print Quality Another problem with worn-out parts is poor print quality. If your printer is creating blurry, streaky prints then try replacing the ink or toner cartridges to see if that resolves the issue first. If the printer is still printing poor-quality text and images, it’s time to replace the machine. It Breaks Down Too Often If your printer experiences frequent paper jams or other malfunctions, your printer is probably nearing the end of its life. There is no use spending your money on repairs if you’re experiencing more downtime than actual use. Save money in the long run by replacing your printer.