How to Print Envelopes Using a Sharp Printer Copier

How to set up a bypass tray for envelopes on a Sharp copierI like how an address looks when it’s printed directly onto an envelope. To me, it’s more professional than labels. Unlike the “old days,” when typing an address was commonly done with a typewriter, most of today’s printers make envelope printing easy.

You may be one of the many people who like to print envelopes using a desktop laser or inkjet printer, and that does work well for the occasional printed envelope. But if you print envelopes frequently – say, more than 5 per week – this may not be the most cost-efficient method. Plus, if something goes wrong while you’re printing, you run the risk of wasting paper and money, especially if you’ve got high-quality paper loaded in one of the two standard trays. If one tray runs out, the desktop model will automatically pull from the other tray, no matter what’s in there.

With a Sharp multifunction printer, I recommend setting up a bypass tray just for envelopes. It doesn’t take long to do, and then printing envelopes is very easy afterwards. Here’s an easy-to-follow guide for envelope bypass tray set-up:

  1. Load a stack of #10 envelopes face down in a bypass tray.
  2. On the control panel, you’ll see hard keys and the touchscreen. Choose “system settings” (hard key). The remaining steps are handled through the touchscreen.
  3. On the screen, select “paper tray settings.”
  4. On the next screen, choose “tray settings.”
  5. You should see an arrow on the screen now. Toggle down until you get to the correct bypass tray and press the key that says “change.”
  6. On the last screen, you’ll see “type.” Select “envelope,” and then for size, choose “comm-10.” Press OK.
  7. Then, press “CA” (clear all). This will return you to the home screen, but it won’t clear the new settings you just entered for the envelope bypass tray.
  8. Now that the bypass tray is prepped for envelopes, you can be confident your Sharp copier will not print from this tray unless someone specifies it.

If your Sharp printer is set as your default printer, you can just create an envelope in Word, click “print” and the system automatically will pull the envelope from the bypass tray. If the Sharp printer is not your default, you’ll need to choose “print” from Word’s file menu and choose the correct printer. Tip: make sure you click “close” at this point, or the system will send stuff to the printer before you’re ready. Happy envelope printing!

Interested in learning how to make a booklet on a Sharp printer? Read my earlier how-to post.

Six Tips to Get the Most from Your Sales Prospecting Database

Update your marketing database regularlyA couple months ago, I shared five steps to conquering sales call reluctance, including the need to have a purposeful goal each morning (i.e. the number of calls you need to make in order to generate the sales you want.) A key component to success with this goal – and cold calling or sales prospecting in general – is an accurate, updated sales and marketing database.

A database of prospective customers is only as good as what the sales person enters into it. If you’re just starting out in a sales position or in a new sales territory, hopefully your predecessor left you with a good, clean call database that can help you generate sales leads right away. If you’ve been in sales for a while, you know people change jobs frequently. It’s important to keep track of those changes as much as possible.

Copeco purchased a sales database dedicated to our industry; from there, we expand that list in-house. Chances are there’s a database tailored to your industry, too. Hopefully, your employer already has one. If not, you may need to do some Internet searching to see what’s available. You can also tap Reference USA, a public database that many libraries offer as a free service.

Here are six tips I’ve found helpful in building my sales call database and getting the most out of it:

Update your database daily.

If you’ve found new contact names, titles, phone numbers, etc., make sure you add that information to the database immediately. Otherwise, you run the risk of misplacing the information or forgetting about it. Plus, you don’t want to waste time leaving voicemail messages for the wrong person or asking to speak to individuals who no longer work for a particular company.

You can also have your IT department run a quarterly database cleaning that checks for accounts with no activity during a certain period of time. I also recommend synchronizing the database with accounts receivable and payable. That helps you maintain customer relationships and follow up with people in a timely fashion.

Set a dedicated appointment call day.

I like Mondays because that’s when people are most ready to get something done. The rest of the week, I make survey calls and “dig” for information. Who’s the buyer or decision maker? What kind of equipment does the office use? When is the lease up? Then, it’s back to point #1:  update your database daily.

Target your database searches by industry or number of employees within a specific market.

For example, I might look for all real estate companies or medical offices or schools by zip code. Or, I may look for companies with more than 50 employees by zip code. That will be the group I survey and then approach on appointment call day.

Search for customers who may be interested in buying your product in the near future.

That’s a critical reason why I strive to gather lease information about printers and copiers when I’m making survey calls. Knowing that type of information gives me time to cultivate a relationship with a prospective customer before equipment is needed.

Add new names to your prospect pipeline through networking and referrals.

When you attend events, business after-hours, chamber lunches, etc., be sure to add that information to your database. Once again, point #1: update your database daily.

In addition, ask your satisfied customers for referrals. They can often be your best source of new sales leads.

Connect with as many customers and prospects as possible on sites like LinkedIn.

That way, when contacts change positions or companies, you’re in the know and can update your sales database right away.

As a sales person, your marketing database is your ticket to new sales. It pays to clean up your sales call list regularly and maintain it wisely. Get started today!