Although many of us are or would like to think of ourselves as being savvy computer users, there are always things we take for granted. Our company attends many trade shows and local business association meetings. All too often the response we hear when asking someone about the printers they use is, "I don't know - I just click print." This does work most of the time but "just clicking print" can also be clicking away money. A mid-sized organization can spend $15,000 or more annually on toner and ink, so it's smart business to make staff members aware of some simple steps that can save some of that toner. And that's saving money that falls right to your bottom line.

Here are a few tips that can help you accomplish this:

" Use the "Print Preview" function. You just spent hours on a spreadsheet or database. You "just click print" only to find that your work does not fit on the printed page. You have finally found the exact information you've been scouring the web for and "just click print" only to find out one of the margins is cut off the page. Not only is this aggravating but that toner and paper is going straight to the wastebasket. Using the print preview can eliminate this hassle. This function can be found by clicking File > Print Preview. A page will appear as it will look when printed. Printing in landscape rather than portrait mode will allow wider spreadsheets to have all their information on the page. This function will allow any adjustments that need to be made to get the look you want before printing. " Print in Draft Mode when possible. Only printing an email for reference or proof-reading a sales letter? Print it in draft mode and use up to 50% less ink or toner. The print is slightly lighter but still more than adequate for many tasks. Draft Mode can be selected in the Printer Properties dialog box under Print Quality. " Print in Black and White. If color is not a priority on a particular job, print in black and white (also called grayscale). Black ink and toner are less expensive so if you don't need those color cartridges pumping turn them off and save ink, toner and money. This feature can also be accessed through your Printer Properties dialog box under Print Quality.

These are just three quick steps that can cut your ink and toner expenses. We hope you find them useful.