My Office Printer Can Do That?!
February 1, 2024No matter where you go every office will have a few commonalities. You expect to see desks equipped with computers, filing cabinets and of course, the office printer. Over the years, plenty of jokes have been made about this office fixture. Its reliability and functionality regularly maligned, but the reality is that few offices would be able to get by without it. As time has gone on, this device has learned many new tricks. These days your office Multi-Function Printer will make you say “My office printer can do that?!”. Let’s take a look at some of the exciting features you may not be aware of.
1. Secure Print Capability
We’ve all been in a situation where we needed to print something sensitive to the shared office printer. It’s also fair to say that many of us have been intercepted or distracted on our way to collect that document and have run the risk of someone seeing it that shouldn’t have. Most modern printers have solved this problem by adding secure print functionality. Documents can be held at the printer until you arrive and securely release them. Most setups accommodate a passcode or NFC integration. This means your confidential documents remain private.
2. Scan to Cloud Services
Beyond just scanning to a computer, most Multi-Function Print devices can scan directly to popular cloud services such as Google Drive, Microsoft OneDrive, Dropbox, or even your Document Management System. This functionality helps to ensure that your documents are always exactly where you need them.
3. Automatic Document Feeding for Scanning
Gone are the days of laying each individual sheet on the glass and waiting for it scan before moving on to the next page. These days you can simply lay all of the required sheets in the automatic document feeder and with a single button, scan them to one convenient document. Most devices are even capable of two-sided scanning for additional time savings!
4. Print from or Scan to USB Memory
Most devices allow you to insert a USB connected drive or memory stick directly into the printer. You can then access the connected drive to print directly from it or scan documents on to it. This is another great way to manage confidential information within your organization or move information around when a network is not available.
5. Booklet Printing
Having professional materials prepared can be both time consuming and costly when it needs to look great. When you add a saddle-stitch finisher to your Multi-Function Print Device, you can easily print and staple a folded and spine bound a booklet while maintaining page order and orientation. The automatic folding and stapling of the booklet provide a consistent and a professional look for your finished product.
6. Mobile Printing
With mobile printing capabilities, you can print directly from a smartphone or tablet as long as you’re on the same network. When you need something quickly, the convenience of this functionality cannot be understanded. In most cases, you don’t even need drivers for simple print jobs thanks to AirPrint on Apple devices and Google Cloud Print for Android.
7. Integrated Fax to Email or Folder
While faxes are far less common today than they were, many businesses still use this technology for invoices and limited communication. With the appropriate configuration, most Multi-Function Print Devices can receive a fax, convert it a PDF and automatically send it to a predefined email address or network file folder making sure you never miss anther important communication. With fax to email or file, there’s no need to print.
8. OCR (Optical Character Recognition)
We’ve saved the best for last. Many new Muli-Function Print devices include powerful OCR technology. This allows you to turn scanned documents into editable text documents such as Word, Excel, PowerPoint or PDF, making it easier to search for and edit your documents. When combined with a Digital Document Management System, documents can be instantly assigned to automated workflows and configured to capture details for quick recall.
In conclusion, your Multi-Function Printer is so much more than just a printer. It’s a productivity hub for your office that allows you to digitize, share, create and of course, print. The right device with the right support can revolutionize the way you and your team work and save you money at the same time. If you have questions, we’re here to help. Reach out today to learn more about what your printer can do for you.