Five Tips For Keeping Your Copy Machines Happy

Copy machines are sensitive creatures

Copy machines are sensitive creatures. If theyre not handled right, or they just wake up on the wrong side of the bed, theyre not afraid to show that theyre not happy. In fact, theyre guaranteed to take their bad mood out on youand your photocopy job. Were talking flashing lights, beeping, scrunched up paper, lost original documents, and wasted letterhead. Theyre just copy machines, yes, but when they pull these kinds of stunts when you need to copy agendas for a meeting in five minutes, or your boss needs a copy of that report NOW, copy machines can be your worst nightmare.

To help minimize photocopier tantrums, here are five tips for keeping your copy machines happy and functioning well.

1. Use the right paper stock. Dont be tempted to skimp on paper costs; make sure you always use high-quality photocopy or printing paper in your copy machines. Thin, cheap paper can break easily and leave a literal paper trail inside your machine. Make sure you always keep your paper stock safely stored in a cool, dry place; exposing it to extreme temperatures, or just letting it sit out in the paper tray over the weekend, can cause it to collect moisture, soften and warp and copy machines dont like warped paper!

2. Clean the copy machine. Try to give your copy machines a good clean every week or so to stop any build up of dirt, dust and other grime, which can affect the quality of your copies. Turn your copy machines off, and using a can of compressed air, blow away dirt from the paper trays, the copiers function buttons and glass plate. Also use a dry dust-catching cloth to wipe down your copy machines to remove any excess dirt.

3. Remove paper jams. Yes, those dreaded paper jams. When youre stuck with one, pull the paper very slowly from the jammed tray to try to prevent bits of paper getting stuck in your copy machines. Pull the paper out in the opposite direction, not the direction it was trying to travel in. Check the machine for any paper fragments before you close the doors; its best to flush out the problem completely.

4. Store and change the toner cartridges. Always buy toner cartridges that are compatible with and manufactured by the maker of your copy machines. Always store your toner cartridges in a cool, dark, dry place in their original packaging to maximize their storage life. Before you install a new toner cartridge into your copy machines, shake the cartridge to loosen the toner. This will enable it to flow more easily.

5. On or off? Most new copy machines have energy-saving features, so that you dont have to worry about turning the machine on and off every day; it will go to sleep automatically. If you have an older machine, consider turning it off at the end of the day, or at least at the end of the week, to reduce the incidence of any preventable tantrums and help the environment.

by: Mark Etinger

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