How to Make Copies on a Printer (8 Easy Steps) 9 Tips

Multi-function machines are pretty common in most home offices. Print, scan, copy, and fax all with the same unit. And printing is pretty simple. But what about copies? In this guide, you’ll learn how to make copies on a printer.

Whether you are copying work documents or family photos, using standard office equipment like a printer requires only some basic knowledge. You don’t need a personal assistant or tech-savvy intern to handle this administrative task. The only thing you need is a computer, paper, and ink. 

How to Make Copies on a Printer

Follow these eight easy steps below to learn how to make copies on a printer. You’ve got this! 

Step 1: Turn on Printer

Turn on the Printer. The first step is to ensure the copy machine power cable plugs into the power source. Next, turn on the copy machine by pressing the power button.

Confirm it has powered on before beginning the next step. Also, make sure your computer is turned on and check the paper tray. If empty, load paper into the tray. 

Step 2: Place Document on Copy Surface

Place Document on Copy Surface. Open the printer’s lid and check for debris, dust, fingerprints, residue, and more.

If clean, place your document on the glass surface with the side you are copying face-down on the glass. Double-check the alignment to ensure the document is in position.

Step 3: Close the Printer Lid

Close Printer Lid. To copy a book, magazine, or other bound documents, try separating the pages for the best scan, if possible, before closing the lid.

Or, remove the printer lid instead of forcing it shut to avoid damage. 

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Step 4: Select Color Preference

Select Color Preference. Decide if you want black-and-white or color copies.

If your printer has a Color Preferences option, click the menu button, select the Settings button, choose the Color Preferences button, and click ‘Save’. Depending on your printer model, you can select the type of paper you are using.  

Step 5: Choose Paper Size

Choose Paper Size. In most cases, the copier detects and automatically uses the original paper setting. The standard printer paper is 8.5×11 inches but comes in sizes ranging from large format printing to postcards.

If necessary, specify the paper type or size you need by increasing or decreasing the original size. 

Step 6: Specify Number of Copies

Specify the Number of Copies. Enter the number of copies you want to print. The default number is generally ‘1’ so you may need to change the number in the print setup section of your computer. You’ll also have the option to select one-sided or two-sided printing.

Check that the amount of paper in the paper tray is sufficient and add more if necessary.

Step 7: Press “Start”

Press the “Start” button. Alternate names would be the “Copy” or “Print” buttons.

Step 8: Remove the Pages

Remove the pages. As the paper passes through the printer’s feeding mechanism, let the copies fall into your hands as they come out. Do not tug or aggressively rush the paper out. 

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Enter the printer machine with all the intimidating functions. Despite modern technology advancing with e-documents and digital forms, physical copies are still relevant. 

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9 Tips for Making Printer Copies

After you’ve learned how to make copies on a printer, here are some tips and warnings.

1. The copy version will not appear the same as the original. Be sure to inspect the original for defects that might show up before copying.
2. Large print jobs on a low-speed machine take longer.
3. If you think you might need to insert new ink cartridges, do a test beforehand. If the printing is not perfect, you might indeed need new cartridges.
4. Ensure that you’re not copying copyright-protected materials. It’s illegal. 
5. Copy speed will vary depending on your printing volume. 
6. Check that the paper is straight and aligned. The movable guides will help make sure this happens.
7. Don’t add more paper than the paper tray can hold.
8. Don’t open the paper tray while the printer is working; it might cause the paper to become jammed. 
9. Make sure the glass is free from scratches and fingerprints.

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Your Turn

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