How Copier Settings Can Help Reduce Print Costs

Running a business means keeping an eye on every cost, and printing is one area where small changes can add up to big savings. Photocopiers and multifunction printers (MFPs) are packed with settings that, if used wisely, can help lower your monthly print expenses. By taking control of how your team prints, you’ll not only save money but also cut down on waste and improve efficiency.

1. Default to Black & White Printing

Colour printing costs significantly more than black and white, sometimes up to 5–10 times higher per page. By setting your copier to default to grayscale or black-and-white printing, you ensure that colour is only used when it’s truly necessary. For most internal documents, invoices, or drafts, black and white is more than enough.

Tip: If your copier allows it, set permissions so only specific users or departments can access colour printing.

2. Use Duplex (Double-Sided) Printing

One of the easiest ways to cut paper costs in half is by enabling duplex printing. Many copiers have this feature, but it’s often not turned on by default. Printing on both sides of the page not only saves money but also reduces storage space and filing clutter.

3. Restrict Large Print Jobs

Some modern copiers allow you to set quotas or restrict large print jobs. This prevents accidental (or intentional) overuse, like printing a 200-page report in full color when a digital copy would suffice. Adding user authentication (requiring a code or ID card to release a print job) also helps eliminate wasted prints.

4. Optimize Scanning Instead of Printing

Instead of printing multiple copies of a document for distribution, consider scanning and sharing digitally. Copiers with scan-to-email or cloud features make this simple. Not only does this save on paper and toner, but it also speeds up collaboration.

5. Use the Right Paper and Supplies

Choosing the correct paper type and weight for everyday printing can also lower costs. Save premium, glossy, or heavy-stock paper for special projects. Additionally, be sure to keep your copier maintained, dirty or misaligned machines waste toner and create unusable prints.

6. Track Usage and Raise Awareness

Most copiers allow you to generate usage reports by department or user. Reviewing these reports can highlight where printing habits are driving up costs. Pairing these insights with employee training on cost-saving settings creates a culture of mindful printing.

By making a few adjustments to your copier settings, such as defaulting to black and white, enabling duplex printing, and using draft mode, you can see a noticeable drop in print costs. The best part? These changes don’t compromise productivity. In fact, they encourage smarter, more sustainable practices that benefit your bottom line and the environment.