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Setting Up An Office Printer In Your Small Business

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Maintaining a fully stocked office is still required even with the rise of remote working. Your staff working from home should not be required to invest in machines like a printer, fax and scanner even if it is an MFC. Remember space in the home is at a premium and turning a bedroom into a study is not usually viable, for your staff, therefore even startups and microbusinesses need to provide an HQ with the office essentials and shared use.

The office space doesn’t need to be large, as the design of the layout can allow for your business hardware and network as well as a hot-desk or two. Using vertical racks and shelves for stacking machines and hardware so all your office is utilised efficiently.

Among the kit you’ll want in your office is a wireless printer. The first step is to set up a wireless network and make sure you’re using a VPN for secure access by your team while preventing hackers entry to your business apps and data via your network.

Once you’ve got the right network infrastructure then you can lease or purchase business machines that have wireless connectivity. Once you’ve overcome the hurdle of selecting your business systems, the fun starts with the setup and bring the equipment online for access by you and your staff.

Common Printer Issues

Many manufacturers use helpdesks to manage customer support with their printers. The common issues experienced today with printers are the initial set up, as just turning the machine on is no longer enough. For remote access, it needs to be connected to the network to accept your print commands from your computer or device from your location.

Ongoing issues are printer ink is too low, paper jams and believe it all not, failure to grab the paper on the print command.

Follow Installation Instructions

Installing a wireless printer can appear tricky at first, almost as tricky as replacing the ink cartridges, but it’s not as hard as it seems. There is a multitude of perks to choosing wireless over just the standard ethernet connection. Most notable is the access with all members of the office able to connect and print. Plus your business can have just the one printer which is cost-effective, energy-friendly and space-saving.

Tips

These steps apply for most printers, although you should always check the instructions to ensure your specific model doesn’t differ from the below:

  1. Power up your printer by plugging it in and connect to your network, either by Wi-Fi or Ethernet cable, depending on your model.
  2. If you’re using Wi-Fi, you can connect to the said network using the LCD menu display. Make sure the printer is close to your internet router to ensure the signal doesn’t drop out. Those using an Ethernet cable can set it up using their computer.

The next steps will depend on your model and how it works with operating systems, Windows and Mac.  Here are some quick tips.

Windows

Use the ‘Add a Printer’ wizard to install the software automatically. From there, you should open the Control panel, choose ‘Devices and Printers’ and then ‘Add a printer’. After this, click ‘Add a network, wireless or Bluetooth printer’ and select the model you are trying to install. Choose ‘next’ and then install any of the drivers that pop up. You should then find that the printer now works wirelessly and undergo these steps on each computer.

Mac OS

First, you must add the printer to your ‘Printers and Scanners’ preferences in the settings. Following this, there are a few other steps to take that depends on the model of the printer itself. The easiest option is to purchase a printer that is AirPrint enabled, as your Mac will then automatically connect to it and download the printer driver. Otherwise, you will have to add your network printer by an IP address, Wi-Fi or Bluetooth. You can find out how to do so on Apple’s website, where they give detailed information on all options.

If you’re still struggling to get your printer to connect, consult the manual that came with your model. It may be that you need to install additional software, so check that your printer didn’t come with any before starting the process. Alternatively, you may need to connect to the computer using your printer’s IP address, which you can find within the properties section of the control panel.

Take on these tips for setting up an office printer in your small business and you’ll be printing in no time. Don’t forget to also stock up on that essential printer ink and toner and that you have a plentiful supply of paper ready to go!

Your work is not complete however, as most business machines have more features that are utilised so now’s the time to identify what features your equipment has, that saves time. Use the ‘shortcuts’ and for the environment print on both sides as well as reuse paper or use recycled paper when printing if viable.

Further reading

In 2013 BusinessBlogs wrote an article on how businesses can be more environmentally friendly in the office and it’s still relevant today.

BusinessBlogs is the popular online Hub for quality business articles. We publish unique articles and share them with our social followers. Read more on our 'About' page https://businessblogshub.com/about/

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