Quick Tips on How to Clear a Paper Jam

Fixing a paper jam on a Sharp copier or printerPaper jams are probably the original battle between man and machine. They usually occur at the most inopportune times, too – like right before a big event or meeting.

As a copier and printer technician for more than 25 years, I’ve seen quite a few paper jams. If you need to get one cleared as fast as possible, try these quick tips. Although I work mainly on Sharp copiers and printers, many of these ideas will work with any brand.

5 Ways to Fix a Paper Jam on a Sharp Printer

  1. Make sure the paper is loaded correctly into the drawers. I know this sounds elementary, but improperly loaded paper has been the cause of many a paper jam.
  2. Try fresh paper. If the paper in the copier hasn’t been used for a while, particularly in the summer, the paper is more likely to get jammed.
  3. Fan the paper before you load it. Paper that’s been separated will run through the machine better. Also, when you open a new ream, run your thumb through it to get rid of any glue from the wrapper.
  4. Check the paper quality. I invite you to read my recent blog post on why paper quality matters, but here are the basics. Poor quality paper is not uniformly cut and contains high amounts of moisture and dust. When you use cheap paper, what you end up with is curled paper, dusty machines and lots of jams. You get what you pay for.
  5. Try a different paper drawer. If you can’t get something to print from the main drawer, use a different one. Don’t forget to change the location in the print dialog box on your computer.

Common Mistakes People Make When Clearing Paper Jams

When paper is jammed way down in the copier, you will need to follow the directions on the display to get it out. Again, I know this is elementary, as all Sharp printers (and most other brands) will walk you through removing a paper jam. However, there are a few things you should not do:

  • Do not open doors and start ripping things out. Paper should always run in a certain direction. If you pull it back, you end up pulling things backwards that are not meant to go backwards. So, always follow the directional arrows on the user-friendly knobs. On a Sharp, they are colored bright green or blue.
  • Do not use sharp objects to remove paper. It can cause further damage. Even jewelry can inadvertently damage a printer.

If you still cannot find the problem, it’s time to call a service tech. Pick-up rollers, feed rollers, clutches and drive mechanisms do wear out, so that may be the case. Businesses and organizations in Canton, Akron, Toledo and other parts of Ohio and Western Pennsylvania can contact us. Our service technicians are happy to help!

Image Credit

Copeco Honors Third Quarter Achievements

The following employees were honored at the Copeco Quarterly Awards Breakfast on Wednesday, October 17, 2012.

  Service Manager Mark Pamer recognized service employees of the month.  

July: Cheryll Stankiewicz

August: Mark Rader

September: Steve Gale

Service Employee of the Quarter: Cheryll Stankiewicz

Cheryll was also honored for her 25 years of service at Copeco along with Jodi Boron and Service Manager Mark Pamer.

Support Employee of the Third Quarter:  Renea Howard

Sales Executive of the Third Quarter is Greg Frank with 180% of quota

Congratulations to all of our honorees!

How to Print a MS Publisher Booklet to a Sharp Copier

People often have problems printing from Microsoft Publisher to their Sharp copier. Sharp likes to do the thinking for you, which is frustrating if you’ve had any kind of desktop publishing experience.

Since this is an issue that comes up frequently with our customers, I included this tutorial in our recent Snacks & Solutions event on color copying. For all of you who couldn’t make the training, I’ll explain how to print a two-sided MS Publisher document (8-1/2-in. by 11-in. program, pamphlet, brochure, etc.) using a Sharp printer.

  1. Open Publisher and select a blank publication.
  2. Go to the file menu and choose “print set-up.”
  3. Under the layout tab, select “custom” and set your width to 5.5 and height to 8.5.
  4. On the printer and paper tab (under paper size), select “invoice” and click OK.
  5. Create a four-page document. Page 1 will be the cover of pamphlet and page 4 will be the back cover.
  6. Make sure you have paper in the Sharp Letter R paper feed drawer.
  7. When you are ready to print, go to the file menu and select “print.”
  8. In the print dialogue box, select “properties” and then select “pamphlet style.”
  9. Then select “Staple – 2 staples.” A Sharp multi-function printer will not put staples in the document if there is only a single two-sided page to print. But, by making this selection, it will fold it for you if you have a saddle-stitch finisher on your copier.

And, presto! You should be able to print a Publisher booklet without any headaches!

By the way, we know lots of little tips and tricks like this. If your business is located near Canton, Akron or Youngstown and you would like to learn how to get the most from your Sharp copiers and printer, contact us.

 

Features of Good Document Management Software

 

Document Management

Dennis Porter

Last week we dug deeper into the topic of document management during our second edition of Snacks & Solutions. Our on-site expert on this subject, Dennis Porter, shared tips and techniques for using our advanced OCR (optical character recognition) software called DocRecord. This simple, affordable system – which works well for large and small business alike – allows you to capture, organize, store and recall all of your electronic and hard-copy documents. There are so many benefits with DocRecord.

During his presentation, Dennis stressed some key points to look for in a good document management system. If you’re thinking about investing in this technology for digital files, this information may help you decide what’s best for your company.

When choosing electronic file management software, you want an integrated system that:

  • Is a full ECM system (Enterprise Content Management). You can use it to store ANY electronic file, not just scanned documents.
  • Keeps an audit trail of all activity, including who viewed, printed, e-mailed and/or modified which documents allowing for easier HIPAA and other government compliance audits.
  • Has retention rules for how long to keep a document within a certain category. Retention can be based on the document’s scan date, index date or other parameter. For example, you can keep all human resource documents for 10 years after an employee’s termination date.
  • Is based on standard Microsoft SQL technology. Because it’s non-proprietary, your documents are not changed from their native format in any way. That way you can move your documents from one system to another safely and easily.
  • Makes it easy to add items via drag and drop, desktop scanner, e-mail, MS Office integration and your copier or multi-function printer.

If you own a business in Northeast Ohio or Toledo / Maumee area and would like to know how electronic document management can help your business, give us a call. I know Dennis or a member of our knowledgeable sales team would be happy to assist you.

Also, feel free to join us for our next edition of Snacks & Solutions on May 17 where you can learn to create your own professional-looking flyers, posters, brochures and more using your own color copier!

Reduce Printer & Copier Costs with App for Print Management, Part 3: Installation

Print management softwareIn part one and two of this blog series, I provided an overview of the benefits of using print management software and what types of system requirements might be necessary. Today, I want hit the highlights of how to install a print management app.

But, let me first share this caveat. There are many printer manager programs out there, and I don’t work with all of them, of course. So, what I’ll share is the installation process for the app we trust and use most at Copeco. It will undoubtedly have a number of similarities with other printer manager apps, but your copier and printer dealer will know the best option for you.

Normally, installation of a print management app will first require adding a small piece of software to your network called a DCA (data collection agent). This is the heart of a good printer manager program. The DCA is responsible for polling your networked printers and copiers several times a day. It will gather statistics and current conditions of your equipment, including:

  • Meter readings
  • Toner levels
  • Service needs
  • General status

After each poll, the DCA will create a small text file with the information and transmit it to your dealer’s Web server via secure connection. Your dealer should, at that time, drop the data into a database, format it and send it to you in an understandable, actionable report.

Most of the time, the printer management app install takes about 20 minutes and can be done onsite or remotely via webinar. The nice part is that you can do the install when it’s most convenient for you.

And, this is the part my customers like best (aside from good data about their printers): most apps don’t require a reboot or interrupt any other services. Once installed, it’s a set-it-and-forget-it software that runs silently and in the background. I’ve never had any issues with our app crashing or interfering with other software.

If you’d like to know how much you’re spending on printing – and your business is located in Canton, North Canton, Green, Akron, Toledo area, Dover New Philadelphia or anywhere else in Northeast Ohio and Western Pennsylvania – contact us for more information.

Snacks & Solutions: Live Training Series on Getting the Most from Your Copier/Printer

Who says there’s no such thing as a free lunch? If you want to learn the secrets of getting the most value from your copier, multi-function printer and document management program, we’ve got a free lunch waiting for you!

Join us every third Thursday from 11:45 a.m. to 1 p.m. starting in March for Snacks & Solutions, a series of free training seminars at our North Canton office that cover the latest copier technology you can use to your business’s advantage. And, lunch is provided at no cost!

Snacks & Solutions is ideal for office managers, administrative assistants, small business owners and others who regularly use multi-function printers.

March 15, 2012 – Go Green
Learn the basics of scanning and go GREEN by going paperless!

April 19, 2012 – Document Management
Learn how to better organize and retrieve your documents while minimizing paper usage.

May 17, 2012 – Color Class
Create your own fliers, posters, brochures and more! Discover how your color copier can make handling print jobs easier and more cost-efficient by printing in-house.

June 21, 2012 – Document Security
Learn about Sharp’s Security Suite and how to protect your company from identity theft, stolen information, unauthorized use and more!

July 19, 2012 – Managed Print Services
Analyze your current printing environment, identify total print expenditures, and create a customized cost per print plan to realize significant cost reductions.

August 16, 2012 – Production Printing
Learn how Sharp delivers versatile functionality for busy workgroups and how you can add impact to your communications without breaking the bank.

So, if you’re from Canton, North Canton, Massillon, Green or Akron and want to get more use out of your copier, join us for Snacks & Solutions!

To reserve your seat, Register Here

Reduce Printer & Copier Costs with App for Print Management, Part 1: Benefits

Reduce printer and copier costs with printer management appIf you’re an IT manager or coordinator, you probably are expected to keep your eyeballs on lots of different types of technology and equipment. Everything is somehow integrated into the network, right? While this is all done in the name of efficiency, it can sometimes be difficult to monitor so many systems and make sure they’re delivering the speed and cost savings your CFO expects.

One place where business expenses can get out of hand fast is with your printer and copier fleet. That’s because very few companies have a clear picture of their total print volume. A great way to get a grip on this is through a print audit, which I’ve discussed in a previous post. The key to auditing your copiers and printers – and staying on top of how they’re being used over time – is good print management software.

Benefits of Using an IT Solution to Manage Network Printers

If you’re an IT person like me, your first priority is to make sure the print management app you select will deliver great benefits without bogging down your server. In part one of my blog series on this topic, I first want to cover the features your software should deliver.

Great printer manager software should:

  • Be free! Many printer and copier dealers will offer it at no cost to your company, so why pay for it?
  • Allow you to see all printers and copiers in a single web-based interface.
  • Collect a broad range of printer and copier metrics using a data collection agent (DCA), including meter reads, error codes, toner levels, non-toner supply levels, detailed equipment ID information and more.
  • Send e-mail alerts when certain faults or conditions are met (i.e. low toner, maintenance required, etc.).
  • Run historical reports showing volumes, usage and failures, which is helpful in determining cost of operation and over-utilization and under-utilization of machines.
  • Operate 24/7.
  • Allow you to customize transmission intervals.
  • Offer you the option of one-way and two-way communication.
  • Use SSL encryption of at least 128-bit and collect data via SNMP, ICMP and HTTP.
  • Give you the option of porting meter readings directly into a billing system so you never have to chase meter requests again.
  • Never collect personal or user data.
  • Never impact HIPAA compliance

How Much Can You Save with Print Management Software?

A recent survey from IDC concluded that implementing a managed print services program could result in the following savings:

  • 23% average overall cost savings
  • 40% reduction in IT help desk calls
  • 25% cost reduction in consumables
  • 20% cost reduction in unscheduled maintenance
  • 10% cost reduction in installation and upgrades
  • 5% cost reduction in acquisition

At Copeco, we can offer you a great printer management app, perform a thorough print audit and help you reduce costs associated with printers and copiers. If you’re located in Canton, Akron, Toledo or anywhere else in Northeast Ohio, contact us for more information.

Copeco Director of Marketing Wins Ambassador of the Year Award from Green Chamber of Commerce

Copeco is a Sharp Copier and Printer Dealer for Northeast Ohio

In December Denise Dennewitz, director of marketing for Copeco, was selected for the first Green Chamber of Commerce Ambassador of the Year Award. Deborah Mason, Green Chamber chair, says this inaugural award went to Dennewitz because she demonstrates energy, commitment and volunteerism in promoting the chamber in the community.

“Denise truly exemplifies the vision of the Green Chamber of Commerce, which is to be the driving force interconnecting and enriching business and the community. As a business person, Denise understands the link between community involvement and a successful business. She offers her marketing talents and time for the betterment of the chamber and its events. Behind almost every successful chamber project is a committee that includes Denise.”

Mason adds that the chamber also recognizes Copeco’s willingness to allow Denise the opportunity to serve our community. Copeco is one of Northeast Ohio’s leading dealers of Sharp office equipment, including laser printers, copiers, multi-function printers, document management systems, managed print services and copier/printer service for all makes and models. With offices in North Canton and Toledo, Copeco serves not only Canton, Massillon, the City of Green, Akron and Portage County, but also most of western Ohio and southern Michigan.