As a teacher, your time is incredibly valuable, and managing printing tasks can often be a source of frustration. Whether you're rushing to print out worksheets before class or handling sensitive student data, printing can sometimes feel like one more thing on your already overflowing plate. What if you could make the printing process smoother, faster, and even more secure?
At Strategic Technology Partners of Texas (STPT), we've worked with school districts across Texas for nearly 40 years, helping educators like you improve their print environments. We provide everything from printers to advanced print management systems, so we know firsthand the common challenges teachers face when printing.
In this blog, we’ll share five key tips that will save you time, ink, and stress, along with some digital solutions to streamline your workflow.
By the end, you’ll have actionable strategies to make printing easier and more cost-effective in your classroom, allowing you to focus more on teaching.
Are managed print services right for your school? Check out our blog exploring its pros and cons for an educational environment.
1. Check Ink or Toner Levels Before Printing Large Jobs
One of the most important tips when printing in large quantities is to check your ink or toner levels before starting a job. Running out of ink in the middle of a big print job can cause delays and disrupt your lesson plans.
It’s also a good idea to check your school’s supply room or with the staff member responsible for printer supplies to ensure replacements are available.
For example, if you need to print 100 worksheets for a big project, running out of toner halfway through could set you back by hours, especially if there's no backup toner on hand.
By checking ink or toner levels beforehand, you’ll avoid this pitfall and ensure your print job goes smoothly.
Pro Tip: Many modern printers offer auto toner replenishment services, but keep in mind that these systems cannot predict future usage spikes. It’s always wise to double-check manually before tackling large tasks.
Also, if you have a print vendor, they most likely offer a type of managed print service (MPS), which often includes automatic toner shipments.
An example of toner supply levels on a Xerox device.
2. Load the Correct Paper in Advance
Nothing can ruin a smooth print job faster than running out of paper halfway through. Similar to checking ink levels, make sure your printer is fully loaded with the right type of paper before you start printing. This avoids unnecessary interruptions and allows you to finish your job without stress.
Imagine you’re printing report cards, and you need to use high-quality paper for a professional finish. If you run out of this special paper mid-job, you’ll have to wait while you reload or fetch more from storage, causing delays and frustration. Loading all the paper ahead of time, especially when you're using multiple paper types, minimizes interruptions and helps you stay on schedule.
Pro Tip: Some printers can hold multiple types of paper. Make sure the correct tray is loaded with the right kind of paper to avoid disruptions.
Check out our blog on the best printer paper options for teachers for budget-friendly recommendations.
3. Prepare Your Originals and Use Device Features to Boost Productivity
Before starting a print or copy job, make sure your original documents are free of paperclips, staples, or creases to prevent jams in the document feeder. Also, take full advantage of your printer's features. Many modern MFPs can be paired with additional print finishing options like stapling, hole-punching, and even booklet-making to eliminate tedious manual tasks.
For example, instead of manually stapling a stack of quizzes, use a stapling print finisher. This saves time and reduces the risk of jams caused by foreign objects in the document feeder. Always check that your printer is stocked with supplies, including toner and paper, and plan your print jobs at least a few days in advance.
Pro Tip: Watch instructional videos or get trained on your printer’s features. Knowing how to clear jams properly can prevent damage to the machine and avoid the need for a costly service call.
Read our blog on 9 common printer problems and how to solve them.
4. Maintain Cybersecurity When Printing
In today's digital age, cybersecurity is essential, even when it comes to printing. If your school uses secure print or authentication methods, never share your password or PIN with anyone else. If something seems off or if you notice unauthorized usage, report it immediately to your IT department or system administrator.
For instance, sensitive student information—like grades or personal details—should never be left in a printer’s output tray for just anyone to pick up. Secure printing ensures that only authorized users can access the printed materials, preventing unauthorized access.
Pro Tip: Most IT departments ensure printers are up-to-date with the latest firmware, but always be vigilant. If you notice any issues, bring them to the attention of your school’s IT team to protect both your data and your students' privacy.
Read our blog on enhancing printer security in schools to learn how you can best protect student data.
5. Reduce Costs by Duplexing and Minimizing Color Prints
Schools operate on tight budgets, and printing costs can quickly add up if not managed correctly. Save money by always printing double-sided (duplex printing) when possible and using black-and-white printing as the default option. Color printing should only be used when absolutely necessary.
For example, instead of printing every student handout in color, consider reserving color printing for visual-heavy projects like posters or art class materials. Routine worksheets or notes can easily be printed in black and white to reduce costs.
Pro Tip: Print the outlines or shapes you want on colored paper (using black ink) and then cut them out with scissors.
Leveraging Digital Solutions to Boost Productivity
In addition to optimizing your printing habits, digital tools can significantly enhance productivity and streamline workflows. Many printers, especially those from top brands like Xerox, offer printer apps designed specifically for educators. These apps can simplify tasks such as translating documents, summarizing content, and converting notes for printing.
For example, an app like Xerox’s Connect for Blackboard can help you keep all your original files in digital format, making it easy to retrieve and print them on demand without needing to create new copies.
Learn more about the pros and cons of printer apps here.
Consider Print Management Software for Added Efficiency
Advanced print management solutions like PaperCut and YSoft SafeQ can also help teachers and administrators control costs, maintain security, and improve the overall print environment. Print management software allows you to track print usage, restrict color printing, and set user-specific print rules, among other things.
For instance, if one printer in your school is busy or down, this type of software allows you to release your print job from any other networked device. This flexibility ensures you don’t miss deadlines or waste time waiting for a specific printer.
Benefits of Print Management Software:
- Secure Printing: Prevents unauthorized access to sensitive documents.
- Cost Control: Reduces unnecessary color printing and helps manage paper and toner use.
- Print Anywhere: Retrieve prints from any device on the network.
- Tracking and Reporting: Gives administrators insight into print usage, helping make informed decisions on budgeting and resource allocation.
Read our blog on YSoft SafeQ to learn more about the tools, features, and benefits of this software.
Optimizing Your Printing Process
Printing doesn’t have to be a headache. By following these five essential tips—checking ink and paper levels, preparing your documents, utilizing device features, maintaining cybersecurity, and minimizing costs—you can streamline your printing process and save valuable time and resources.
Incorporating digital solutions, like printer apps and print management services or software, can further enhance your productivity and ensure secure, efficient printing.
If you're ready to take your school’s printing environment to the next level, check out our blog on YSoft SafeQ to explore how print management software can transform your workflow and help your school save money while maintaining high security standards.
Let us help you print smarter, not harder.
