How to Use Specialized Printing Functions on Your Sharp Copier

Print ButtonYou have worked long and hard on that report for your new client. Now is the time to make sure you wow them with a report that looks as professional as it reads—after all, presentation is everything! An easy way to showcase your efforts is to use paper of a different thickness for the front and back pages of your report.

Copeco’s Sharp copiers and printers offer a convenient way to do just that. With a few simple steps, you can program your Sharp copier to pull paper from different trays while still printing the job in order. The result is a perfectly collated report that is ready for the binding of your choice.

Specialized Printing on a Windows PC

In addition to printing the front and back covers on heavier paper, when using Windows you can also insert colored paper or paper of a different type at specified pages. Blank pages can also be inserted at intervals of your choosing while working on a Windows PC.

  1. Select “Different Paper” and click the “Settings” button.
  2. Select paper insertion settings.
  3. Select the insertion position, paper source and printing method from the corresponding menus.
  4. Click the “Add” button to show the selected settings in “Information.”
  5. When you have completed the settings, click the “Save” button in “User Settings” to save the settings.

Note that when “Bypass Tray” is selected in “Paper Source,” be sure to select the “Paper Type” and load that type of paper in the bypass tray. In addition, when “Other Page” is selected for “Insert Position,” the insert position can be specified by directly entering a page number.

Specialized Printing on a Mac

When using this function in a Macintosh environment, you can use your Sharp printer to assign a specific page thickness to the front and back covers. Compatible operating systems include Mac OS 9, Mas OS X v10.4.11 and v10.5 to 10.5.5.

  1. Select “Printer Features” in the print dialog box.
  2. Select “Different Paper.”
  3. Select “Cover Insertion” settings.
  4. Select the print setting, paper tray and paper type for the cover page and last page.

Note that in Mac OS 9, you must select “Different Paper” and then select the settings for the cover page and last page.

The result is a presentation that is sure to impress your client from cover to cover. Let us know how your Sharp copier or printer has helped you make a good impression in the comments section below. And if you are in need of printer and copier solutions in the Canton, Akron or Toledo areas, Copeco can help. Contact us today.

Image Credit: stuartphoto/123RF Stock Photo

Snacks & Solutions: Get the Most From Your Sharp Printers and Copiers

Taking notes at Sharp Copier and Printer seminarWe were excited to host this year’s first Snacks & Solutions training event at Copeco’s North Canton, OH, location March 14. If you did not attend, you missed a great free lunch! Most importantly, attendees received some insightful training on Basic Scanning and how using that feature on their Sharp printers and copiers can help increase productivity.

Read more

Snacks & Solutions: Basic Scanning Tips

Document RetrievalWhere else can you find out how to increase productivity and also enjoy a complimentary lunch? I will be kicking off Copeco’s popular Snacks and Solutions event series Thursday, March 14 with a session on Scanning Basics. From 11:45 a.m. to 1 p.m. at our North Canton, OH, location, I will share a variety of scanning tips that will help you increase productivity and get the most out of your Sharp copier.
Read more

Get Video How-to Resources for Sharp Printers on YouTube

Want copier and printer help? Try Sharp printer videos on YouTube.The dreaded help manual. Just about every copier or printer has one, but rarely do we reach for it when troubleshooting or trying to figure out a new feature. Why? It’s so much easier to Google the answer.

However, with a billion results (most often in written form), it can also be time consuming to find what you need via search engines. Sometimes, you just want someone to show you.
Read more

Food Drive & Coats for Christmas: How We Celebrate the Season

At Copeco, we believe in giving back all year long to the communities where we do business. Yet, during the Christmas season, the outpouring of generosity seems even greater, and I love seeing our team share with those in need in very tangible ways.

For the past two years, we’ve run a program called Helping Hands for the Hungry, collecting non-perishable food items to donate to the Akron-Canton Regional Foodbank. We’re also participating in Coats for Christmas, an initiative of A Community Christmas.

After collecting 300 pounds of food in 2011, we decided this year to set our goal at 500 pounds. So far, we are well on our way to 1,000 pounds! Each employee who donates can place a “hand” on the poster in our office. As you can imagine, the display is covered with hands.

If you’re not familiar with the Akron-Canton Regional Foodbank or A Community Christmas, which are both non-profit organizations, let me tell you a little bit about them. The foodbank does an amazing job of sourcing food for the needy in Carroll, Holmes, Medina, Portage, Stark, Summit, Tuscarawas and Wayne Counties. Because of the size of its operation, the foodbank can purchase large amounts of food for less and distribute it throughout its eight-county service area, feeding nearly 180,000 people each year.

A Community Christmas is a Stark County all-volunteer organization that is dedicated to coordinating Christmas giving throughout the area to serve as many as possible. The Coats for Christmas program, which last year generated more than 2,200 coats, is one of many the organization spearheads. There are 81 local drop-off locations (including our office) where people can donate new and gently used coats in all sizes for infants, children and adults. The coats remain in Stark County and are available at no cost at Goodwill stores and at Calvary Mission.

 

On behalf of Copeco and all our employees, we wish you and yours a Merry Christmas! And we hope that our efforts will make an important difference for those in need this holiday season.

Five Reasons to Add a Content Management System to Active Directory

Active Directory and CMSMany of my clients are familiar with and use Microsoft Windows active directory tools. However, for those who may be wondering what active directory is, I’ll give a quick overview. Then, I’ll provide five reasons why you should incorporate a content management system with active directory for a higher level of document security.

What Is Active Directory?

Essentially, active directory is a directory service that functions as a central clearinghouse for all authentication and authorization transactions by user, computer, printer and/or group. A system administrator can use it to control access to folders, documents, software installation, updates and more based on various security identifiers.

How a CMS and Active Directory Work TogetherThis management tool, when it first came out with Windows NT (remember that?), was cutting edge, and it still is. However, it does have some drawbacks:

  • You can only allow or disallow access to documents.
  • It’s hard to track or audit who is accessing documents and what they are doing with them.
  • People that have “read only” access can still open that document and email/print/save it another version, or convert it to a PDF, before modifying it.
  • Individuals with full control can easily (albeit accidentally or purposely) destroy or delete the document.

Why Use a CMS with Active Directory?

One of the best ways to overcome the active directory drawbacks and improve your document security is by adding a content management system, or CMS, into the process. When the two work in tandem, you get:

  • Much finer granularity in permissions. The CMS offers more than a dozen permissions, as opposed to just read/write within the Windows environment.Content Management System plus Active Directory
  • A detailed audit log for tracking exactly what users are doing to documents (i.e., printing, emailing, modifying, etc.).
  • A system that ties easily into your current active directory environment for easy administration. It allows for “single sign-on” ability, meaning there’s no need for maintenance of users within the system. Individuals just log into a PC and the system knows who they are and what they are permitted to do.
  • The ability to allow/disallow a variety of actions (such as modify, email, print, view, delete and more) down to the individual user level.
  • The option to create a new version of a modified document, so that you never lose your original, no matter what permissions the end user has.

The combination of CMS and active directory are ideal if you do a lot of document scanning and management with your copiers and printers. If your business is located in Canton, Akron, Toledo or elsewhere in Ohio, contact me. I’d be happy to discuss in more detail how these two systems can work together to make your documents safer.

How to Print a Single Envelope from Word using a Sharp Copier

Sometimes you just want simple. Like an “old-fashioned” cell phone that just made calls. Or a remote control with three functions: power, channels and volume. Or Internet dial-up with AOL. (Well, maybe not that last one.)

For example, perhaps you need to print one envelope only, not an entire mail-merged list. If you own a Sharp copier or printer, I’ve got good news for you. This process truly is simple. Here’s how…

On your computer:

  1. Open a new Word document.
  2. If you have an older version of Word (prior to 2007), select “Tools,” then “Letters and Mailings” and then “Envelopes and Labels.” In newer versions of Word, click on the “Mailings” tab and select “Envelopes.”How to Print One Envelope Using a Sharp All-in-one Printer
  3. Type the delivery address and return address in the appropriately labeled boxes.
  4. Click on the “Options” button and go to the “Envelope Options” tab. There you can select the envelope size, as well as bar-coding and fonts.
  5. Now switch to the “Printing Options” tab and under “Feed Method,” select second-to-last icon (envelope image face-down in center of box) and choose “Bypass Tray” under the “Feed From” option.
  6. Click the OK button to process these settings. You’ll be returned to the “Envelopes and Labels” box.
  7. If you want to print just one envelope with these addresses, click “Print.”

However, if you want to print multiple envelopes with the same address and return address, follow steps 1 through 6 and then:

  • How to Print Multiple Envelopes with Same Address on a Sharp PrinterClick on “Add to Document” in the “Envelopes and Labels” box and click “No” when the pop-up message appears.
  • In the document, place your cursor on the return address. The cursor should be blinking.
  • Select “File” and then “Print.” Under “Page Range,” select “Current Page,” and under “Copies,” enter the number of copies you want to make. Click “OK” to process these settings.

At the Sharp Multi-function Printer:

  1. Add one or more envelopes in the designated position on the bypass tray.
  2. Touch “Paper Select” on the LCD panel and then the paper type in the button under bypass.
  3. Touch “Envelope,” then “COM-10” and then “OK” twice. The bypass is now set for envelopes.How Sharp Printer LCD screen looks when printing an envelope
  4. When you’re finished printing, return the “Paper Select” option to original set-up after printing is complete.

At Copeco, we provide training for our customers on how to use a wide variety of functions and features of Sharp office equipment. If you’d like to learn more, contact us.

How to Scan and Email Two-sided Documents on a Sharp Copier

When you only perform a task once in a while, it’s easy to forget how to do it. Apparently, that goes for scanning and sending two-sided documents as a PDF file because I get at least two calls per month about this from my Sharp copier and printer customers. And since people are calling for this information, I bet they are searching for it, too!

Hopefully, many of you out there will find this tutorial helpful.

Process for Scanning, Emailing Documents with Two Sides

  1. Place your original(s) in the document feeder on your Sharp all-in-one printer.
  2. On the control panel or home page, press the email button and select your address(es).How to scan a document and email PDF from a Sharp copier or printer
  3. Again, on the control panel, select “original” and then, when prompted, choose “2-sided booklet.” If some of your originals are one sided, don’t worry. The Sharp will take care of that.
  4. Finally, select “others.” When prompted, select “blank page delete.” (See, I promised our copiers and printers would take care of that!)How to delete a blank page when scanning to Sharp copiers and printers
  5. Now you are ready to go! Press start. Blank pages will automatically be deleted before the PDF is sent to the designated recipients.

If you do this often, don’t hesitate to ask your Sharp dealer to create a custom button on your printer’s home page. Then, this process can be completed just by clicking one button.

Do you use Sharp office products in Canton, Akron or Toledo, Ohio? We’d be happy to show you other ways to get the most out of your machines! Contact us for more information.

Six Steps to Better Electronic Document Security

six document security tips for the digital ageThe Internet has been called the Information Superhighway, and it certainly has revolutionized information storage and sharing for the better. However, along with all this mind-blowing technology comes the need for ultra-vigilant document security, wherever those documents may reside.

No matter what business you’re in, chances are good that you’ve got sensitive stuff to protect. When it comes to multi-function printers and copiers, most come with STANDARD layers of security. But, that may not be enough to keep everything safe. You have to consider the serious risks you open yourself up to if personal or financial statements, health records, confidential government information or sensitive corporate data “escapes” or is stolen. We’re talking liability claims, financial loss and even criminal penalties.

And, don’t forget all the federal mandates now in place for compliance with the Health Insurance Portability and Accountability Act (HIPAA), Gramm-Leach-Bliley Act (GLB), Sarbanes-Oxley Act (SOX), and security-relevant policies like NSTISSP #111 and DoD Directive 8500.12. Overwhelming, right?

That’s why I always recommend that you take a multi-layer approach to securing electronic documents and data. Because I work mainly with Sharp copier and printer solutions, I will specifically address the innovative options available to Sharp users. If you use another brand, check with your dealer to see if these can be implemented on your system.

Some of the terms below are technical, but your IT department or provider will know exactly what I’m talking about.

Document Security Steps with a Multi-Function Printer/Copier

You can strengthen every link in your workflow chain as they relate to a multi-function printer (MFP) by addressing the following security topics:

1. DATA SECURITY
All new Sharp MFPs come with a standard “End of Lease” feature that not only deletes files, addresses and settings, but also overwrites the harddrive data SEVEN times to completely erase sensitive data. (Yes, I said seven times!)

Some Sharp printers have an optional data security kit (DSK) helps protect and control major MFP systems and subsystems (print, copy, scan, fax jobs, network settings, operating system, memory components, local user interface, engine and job controller). The DSK uses the 128/256-bit advanced encryption standard (AES) algorithm on all data before it is written to RAM or flash memory and the hard disk. The DSK also provides overwriting routines for deleted data to help ensure all information is virtually irretrievable by unauthorized users.

2. ACCESS CONTROL
To limit unauthorized access to each device, you can take advantage of Sharp MFP user account codes, access cards, user/group profiles, passwords or external user accounts contained in a lightweight directory access protocol (LDAP) or active directory server.

3. NETWORK SECURITY
Sharp MFPs feature an intelligent network interface that can limit access to specific computers on a network by IP or Mac address and selectively enable or disable any protocol or service port on each device. All communications to and from the MFP can use secure socket layer (SSL) for secure transmission over the network.

4. FAX SECURITY
The architecture of a Sharp MFP provides a logical separation between the fax, telephone line and LAN. It is, therefore, virtually impossible for attackers to gain access to the internal systems of the MFP or the local network.

5. DOCUMENT SECURITY
Protection for all sensitive documents is available via Sharp encrypted PDF files for scanning and printing, or using SSL and TLS (transport layer security) protocols for scanning, printing, e-mail and setup.

6. AUDIT TRAIL SECURITY
The Sharp MFP internal audit trail and/or third party application software provides comprehensive auditing of all user activity. Certain federal regulations parameters – such as ‘to’, ‘from’, ‘when’ and ‘file name’ – can be logged, reviewed and archived for conformance.

If you own a business in Canton, North Canton, Akron or other location in Northeast Ohio and Toledo area and want a consult on document security, contact me for more information. I’ll be happy to discuss these tips with you in more detail.

Image credit: iserg / 123RF Stock Photo

Seminar Highlighted Top Document Scan Techniques

During this year’s inaugural Snacks & Solutions event yesterday, we hosted close to 20 office management professionals from Canton, North Canton, City of Green, Akron and other regions of Stark and Summit Counties who wanted to know more about going paperless. What a fun group! Not only did we share statistics about the economic and workflow benefits of creating electronic documents, but we also offered tips on how to scan documents using a multi-function copier or printer.

If you weren’t able to make our first Snacks & Solutions training seminar (you missed a delicious lunch!), I’ll share a few of the highlights.

Our expert speaker, Randy Hudson, touched on many of the biggest problems in today’s business world that are related to information and document storage and retrieval, including:

  • Information is difficult to find
  • Paper takes up so much space
  • How easy it is to lose important documents
  • Issues created by employee turnover
  • Departments having a difficult time sharing information
  • Long customer response times

Did you know that, on average, 80% a company’s information qualifies as “unstructured data” that resides outside of databases and is often hard to get? In addition, with 30% of documents being lost each year, there’s a tremendous cost associated with document mismanagement.

That’s why document imaging makes so much sense (and cents!). You can capture your data via scanning, optical character recognition (OCR) software, handy drag & drop features and intuitive indexing. When it’s stored and/or archived – whether online, near-line or even offline – retrieval is time- and cost-efficient with simple language queries and Boolean searches.

When we offer our next Snacks & Solutions on Thursday, April 19, Document Management will show guests how easy document and form conversion (going from a hard copy to an electronic file without retyping) can be with today’s advanced OCR technology. If you join us, you can learn how to:

  • Automatically file documents using OCR
  • Capture information directly off of the page as the document is scanned
  • Create an instantly searchable document that can be used by multiple people simultaneously
  • And much more!

I hope you’ll join us! To reserve your FREE seat, register here.