Category: Information

Scanning and Faxing to Destinations Digitally Historically, several hard copies were associated with faxing papers. A user will have inserted a hard copy into a single fax machine, and a hard copy from the receiver’s machine will have been printed. This is a slow process that will take longer depending on the number of pages in the document. Nowadays, fax machines and scanners can digitally send documents to their destinations. The ability to send documents to a specific recipient is a huge time saver for organisations that deal with massive amounts of paperwork on a regular basis. The ability to scan and fax to digital locations has also allowed for the advancement of advanced capabilities such as form sorting, document indexing, and archival processes. Using the document scanning software, you can now scan or fax a physical document to an account in searchable PDF format. Send Faxes from Digital Environments Modern faxing allows users to send documents to fax machines from anywhere, just like email or Microsoft Office. This makes sending documents easier than before. IP faxing is a method that can be used from a computer and requires software and an internet connection. Surprisingly, this method does not require the use of a fax machine. This method allows a computer to function as a fax machine, transmitting fax documents to a destination. It eliminates the need for the user to print the document and then fax it. Integration of fax machine with other important devices As a document management system, faxing has become a feature of multi-function printers. Faxing is no longer a separate process with MFPs because it can provide a purpose for the user to send it quickly and securely.

A good printer is required in the office to handle a variety of tasks. These all-in-one machines will function as copiers, scanners, and fax machines. What distinguishes copy machines and multifunction printers? Before purchasing a multifunction printer, compare the key features of various models to find the best one for your small business. Here are some things to look for when shopping: Print speed. Print speed is one of the most important specifications to consider when purchasing an MFP. On spec sheets, print speed is frequently expressed as “ppm.” Look for a printer that is quick enough to keep your workflow moving. If you don’t print in large quantities, a slower speed will suffice. We recommend a minimum of 25 to 30 ppm for microbusinesses and 45 to 50 ppm for small to medium-sized businesses (SMBs) with average printing requirements. Paper capacity. The paper capacity (often listed as “tray” or “cassette”) of a printer, as well as the paper sizes it can print on, can be found on the printer’s spec sheet. SMBs should look for an A3 or A4 copier, which are the most common sizes. A3 machines can handle paper up to 11.7 x 16.5 inches in size, while A4 machines can handle paper up to 8.3 x 11.7 inches in size. The best option is determined by the types and sizes of paper you use the most. Scanning. Although almost all office printers include built-in scanners, not all models include an automatic document feeder or duplex scanning capabilities. Document feeders are required if you intend to scan a large number of documents. The duplex feature allows for two-sided scanning. If you intend to scan images, you should also check the optical resolution of the machine’s scanner. For basic document scanning, 600 pixels is sufficient, but for graphics, at least 4800 pixels are required. Graphics. Graphics specifications for production printers and office printers are vastly different. A resolution of 2400 x 2400 dpi is standard on production printers, and colour management is critical. Office printers primarily used for text documents have much lower resolutions. If you’re unsure about the level of graphics you require, contact a representative from the copier brand you’re considering and explain what you’ll be using the printer for; they should be able to recommend a model that meets your needs and budget. Memory. Most MFPs and digital copiers have internal memory that allows them to store a large number of documents and scans. An internal drive is similar to any other hard drive in a computer. RAM, HDDs, SSDs, or standard memory storage may be noted on spec sheets for each model. RAM can range from 256MB to 2GB, and storage space can range from 1GB to 1TB, depending on the size of the machine. If your company handles a large number of images or printing jobs, we recommend a larger memory capacity. The faster the machine can process jobs, the more memory it has. Wireless printing. Unless you have specific business requirements, your multifunction printer should support wireless printing. Almost all printer models can be wirelessly connected, allowing employees to print, scan, or copy from any internet-connected device.

KEEP CUSTOMERS LOYAL Keeping your customers satisfied with your services or product is non-negotiable. If customers are unhappy, they won’t just leave you, they’ll be leaving you for one of your competitors. Here are 3 ways to ensure customer satisfaction: BE PROACTIVE Being proactive are all those things you do to serve your customers before they even ask for them. This requires anticipating their needs and wants, and making improvements before anyone asks for them. Come up with ideas and strategies to tell your clients how they can get more out of their budgets. This will show that you care about making sure their investment in your company is helping them grow over time. BE ACTIVE In addition to proactively approaching your customer needs, you must maintain a level of care over time. Reaching out to customers for feedback, providing loyalty programs, sending newsletter or other updates are all examples of active customer relations. Schedule check-in calls with your customers to share updates about how things are going and to ask how happy they are with your services. Pro Tip: The last thing you want is to operate your business reactively, only interacting with customers when something is wrong. PROVIDE MORE Sometimes customers don’t realize that you’re offering something more until you tell them. For example, by sending out a newsletter notifying customers that your office uses a Copier World Solution MFP with user authentication and encryption to protect their information, you’ve just shown them a value they likely didn’t know they were getting. Do customers ever complain of your office being difficult to find? Swap out the traditional hallway signage for easy to read digital displays showing them exactly where to go. KEEP YOUR CUSTOMERS Customer retention is an essential part of a service business model because existing customers are easier to upsell and more profitable than constantly acquiring new customers while having a high turnover. CONTACT US TO GET QUOTATION!!! 03-3341 6296 | 018-788 6296 | 018-228 6296

According to a recent Keypoint Intelligence/InfoTrends survey of office users, 11″ x 17″ paper capability is a top factor for only 5.6% of those who use a black and white shared A3 multifunction printer (MFP). In fact, 11″ x 17″ paper accounts for only 5% of all office paper sold in Malaysia, with the majority of that being used in manufacturing environments. Only about 3% of all pages printed in a typical general office environment are on 11″ x 17″ paper. Why are A3 copier machines so popular? The popularity of A3 machines is not due to their ability to print on 11″ x 17″ paper. Rather, they are intended to be sold and serviced by professional resellers. These individuals work to ensure that the device is always operational and that its features are linked to the rest of your IT infrastructure. In contrast to purchasing an A4/8.5″ x 11″ printer from Lazada or a big box store, these resellers want to get to know you. They are exceptionally good at sustaining that relationship over time by providing exceptional service. But that isn’t all. When the right class A3 MFP is matched to your actual total printing volume—and delivered as part of a service plan that includes hardware, supplies, and service—it offers a lower overall running cost than a less expensive A4 laser printer. While A4 laser printers are relatively inexpensive these days, the cost per page is not. A4 laser printers are unquestionably in demand. However, when it comes to serving a specific group of office workers whose jobs require a lot of printing, an A3 MFP serviced by a professional dealer tends to be the better deal. To serve large print volumes and other functions, most offices benefit from a combination of A4 laser devices and A3 MFPs (e.g., scan, fax, email). Call 03-3341 6296/018-788 6296 to find the right combination of machines for your print volumes and digital workflows. CONTACT US TO GET QUOTATION!!! 03-3341 6296 | 018-788 6296 | 018-228 6296

Increase productivity, reduce communication errors and eliminate the wasted expense associated with outdated, pre-printed documents. Users can store commonly used forms and frequently accessed files directly on the MFP’s hard drive in the Document Server. Stored files can be quickly retrieved, previewed as full-colour thumbnails and immediately printed on-demand. Up to 200 separate folders can be designated as Shared or Personal, named for easy identification and set with passcodes for security. The Document Server enables you to store documents being read with the copy feature on the hard disk of this machine. Thus you can print them later applying necessary conditions. Machine failure can result in data loss. Important data stored on the hard disk should be backed up. The manufacturer shall not be responsible for any damage that might result from the loss of data. 1) Press [Store File]. 2) Enter a file name, user name, or password if necessary. 3) Press [OK]. 4) Place the originals. 5) Make the scanning settings for the original. 6) Press the [Start] key. Stores scanned originals in memory and makes one set of copies. 7) To stop scanning, press the [Clear/Stop] key. To resume a paused scanning job, press [Continue] in the confirmation display. To delete scanned images and cancel the job, press [Stop]. The originals placed in the ADF will be ejected. CONTACT US TO GET QUOTATION!!! 03-3341 6296 | 018-788 6296 | 018-228 6296

Configure the network settings in [System Settings] according to your environment and how you will be using the machine. The following procedure explains connecting this machine to an IPv4 network using Ethernet cable. Find IP machine. To Submit the IP to Machine

Here are five things to think about when creating your checklist. Can the photocopier your company is considering handle the required capacity? Photocopiers in the form of multi-function printers come in a variety of sizes and shapes. Many are geared toward the domestic market. Examine the stated capacity carefully and compare it to the workload of your company. How important is scanning and printing quality? Many of the most recent photocopiers use advanced print technologies that were previously only found in high-end printers. Before making a decision, look at print and scanned output samples if possible. Many vendors now provide the option of sending samples via postal mail. Is fax functionality required? Fax is far from a defunct communication medium, with many large corporations still requiring it. Consider the MFP’s fax capability, which today is likely to use both the cloud and direct dial to another fax machine. Will your company have to deal with sensitive data? PIN numbers or passwords should be used to control access to photocopier features. To ensure data security, ensure that the MFP only prints the necessary copies. Consider whether the USB port should be disabled to reduce risk. Is remote printing required for your company? With the rise of BYOD (Bring Your Own Device), printing from mobile devices has become quick and easy. Examine the apps that will use the photocopier carefully to ensure that they connect securely. An MFP can be a low-cost asset around which a company can build its workflow. With digital copiers now available in a variety of configurations, it is critical to assess your company’s needs and match them to the appropriate one. How much does a digital copier cost? The cost of purchasing consumables – toner or ink, but also paper, drum, transfer/fuser kit – and the cost of warranty plans or after-sales services – can dwarf the cost of purchasing a printer. And, because one copier is likely to be embedded within a group in an office or a business, downtime can be costly and counterproductive. Enlisting the assistance of a managed print service provider (MPS) can simplify the technicalities associated with operating a copier, especially in larger businesses, because they handle the printer’s lifecycle, including disposal at the end of life. Like a car lease, you usually do not own the printer after the lease term (up to five years) and must pay a fixed fee plus an agreed-upon cost per page. The most effective digital copiers Based on the manufacturer specifications sheet and the suggested retail price at the time of writing, the top ten digital copiers for small and medium-sized businesses and enterprises with fewer than 1,000 employees are listed below.

So you want to buy a colour copier for your business? We’ll then go over a few things you should think about before making your big purchase. Fortunately for you, we have a lot of knowledge and expertise in this industry and would like to share some tips with you. So, without further ado, let us begin. Here are some things to think about when purchasing a new colour copier for your office. Image Quality When shopping for a new copier, one of the most important factors to consider is image quality. If your company relies on high-quality documents, brochures, or even photos, you should think about investing in a high-resolution copier machine. In contrast, if your company only needs colour documents for small graphics here and there, a moderate resolution may be sufficient. Production Capacity Is your current copier constantly occupied with copier jobs? Do your employees have to wait in line for copier jobs? Then you may require a copier machine that works extremely quickly! If you have a medium to large business, you should look for a copier machine that can hold a lot of paper. If not, you may find yourself wasting a lot of time reloading your machine’s paper tray. A copier machine that can handle 100,000 copies per month at 35-45 pages per minute (cpm) is probably a good option for a medium to large business. If your company only needs a small number of these colour copiers, consider a smaller model. Bonus Features Is your company in need of booklets, covers, secure watermarks, or other specialties? This is something to think about when purchasing a new colour copier. Because not all copiers can perform these functions, contact a knowledgeable sales representative who can walk you through them. Design How important is the appearance and feel of a copier machine in your workplace? After all, these machines can be quite large, so a large, poorly designed copier can be quite an eyesore. Your employees will be in the office for 8 hours a day, so pick something that isn’t too ugly to look at! You should also think about where you intend to put your new copier. How big is that space? Big? Small? Are you looking at a window or a door? These are the issues you’ll want to discuss with your sales representative in order to find the best copier.

The newer Ricoh MPC series multifunction copiers have built-in USB and SD slots right in the operation panel. You can scan to drives or cards inserted in these slots, or print from them. This guide will walk you through how to scan to a USB drive from your Ricoh copier. The steps for scanning to a USB drive from other Ricoh MPC series copiers are very similar, but most other MPC series copiers have larger screens, so there might be some variation in what each of the buttons are labeled. To scan to a USB drive from a Ricoh Copier 1) Insert your USB drive into the USB slot on the right side of the operation panel. (You should see the blue light next to the USB slot come on; if it doesn’t, try reinserting your drive.) 2) Select Scanner from the Home screen, or press the Scanner hard key. 3) Select Send Settings, in the lower right corner of the screen. 4) Scroll down until you get to page 4 out of 5, then select Store File. 5) Select Store to Memory Device. 6) Select OK. 7) Scroll back up to page 1 out of 5 and choose any other options that you want to change (resolution, file type, color, etc.) then select OK. 8) Press the Start button. You will see a message pop up informing you that the document or image is being scanned. Don’t remove your USB drive until you see the message saying “Writing Complete,” otherwise you could damage the data on the drive.

No matter what type of office you work in, you almost certainly have a problem with wasted paper. Even businesses that insist on recycling their paper rather than simply throwing it away find that they still use too much, so it is critical that all businesses look for ways to save paper. Here are some great ways to reduce your paper consumption: Save paper by printing on both sides. When printing documents, make sure to print double-sided. This saves a lot of paper that other people can use when printing documents, and it saves your company money because you have to stock up on paper less frequently. There is no overprinting. DO NOT PRINT DOCUMENTS YOU DO NOT NEED OR KNOW WILL GO TO WASTE AND BE THROWN IN THE BIN. This is a huge waste of paper that could be used by someone else. Always proofread and preview your work. Always proofread your work before printing it. If you intend to print a large document and discover that it contains spelling errors, you will have to print it again, wasting a lot of paper. Always preview your work to ensure that it looks exactly how you want it to. Printing documents twice due to an error wastes paper and has a negative impact on the environment. Electronically store all documents. Keep as many documents as possible electronically. It will save a lot of storage space, and they will be just as accessible as if they were printed. Making Use of Scrap Paper. There must be a lot of paper in your office that is constantly discarded. Consider this: this paper could be recycled! People are always looking for a scrap of paper to scribble notes on, so why not reuse this paper and give it a new purpose? Unsubscribe from Junk Mail. Unsubscribe from any mailing lists you are subscribed to! You don’t need all of those advertisements and magazines that you get every month. They are simply a waste of paper. They’ll be examined for two seconds before being discarded. So why squander the paper? Unsubscribe today to save paper! Use email to communicate. You can save paper by communicating with people via email rather than sending them letters. You will also save your company a lot of money on paper and stamps for sending the letters. You can also save paper by sending documents to clients and colleagues via email rather than printing and handing them out. They will still be able to read it while saving a significant amount of paper for your company.’ Recycle at all times. Install a recycling bin in your office if you haven’t already. This should be used by all staff members who have unwanted paper that they cannot reuse. It should then be properly collected and recycled. Paper is a vital component of our society, and we use trees to produce it. Paper recycling is critical because it can be used to make a variety of products.