How to Reduce Printing Costs — 12 Free Tips From the Experts

1800 Office SOlutions Team member - Elie Vigile
1800 Team

How to Reduce Printing Costs

Is your office drowning in printouts? You’re not alone. Studies show the average worker consumes a staggering 10,000 sheets annually, with half never even leaving the printer! That translates to skyrocketing costs in ink and paper.

But fear not! Here’s a toolkit packed with actionable tips from our Managed Print Service pros to help you significantly reduce printing costs. From optimizing print jobs to leveraging duplex printing, discover how to save money on printing and create a more sustainable print environment.

In this guide, you’ll learn ways to reduce printing costs:

How to Reduce Printing Costs

Reduce Printing

Reducing unnecessary printing can have a significant impact on reducing paper waste in the workplace. Encouraging a shift in mindset regarding how information is delivered is key. Employees can be reminded through verbal communication and friendly signage near printing devices. For instance, a simple sign stating “Consider: Do I truly need multiple copies?” can prompt individuals to rethink their printing habits.

Many times, copies are made for meetings and presentations despite participants preferring online document viewing or having multiple PowerPoint thumbnails per page. Online documents offer the added benefit of being editable, allowing people to view, annotate, and collaborate during and after meetings. Regularly reviewing distribution lists is also important to ensure that printed information reaches only those who genuinely require it.

Double Sided Copies

Opting for double-sided printing, also known as duplex printing, can significantly reduce paper usage by nearly half. Citigroup conducted an internal study revealing that if each employee printed double-sided pages to save just one sheet of paper per week, the annual savings would amount to $700,000. While Citigroup is a large global corporation, the cost savings from double-sided printing can still be substantial for smaller organizations. So, it will reduce your printing costs.

Audit of Individual Usage

Modern multifunction printer technologies offer the capability to audit individual staff members’ printing activities on a monthly basis. Incorporating print management software can enhance this process by providing comprehensive analytics and data insights. Many individuals are astonished to discover the extent of their paper usage, especially in terms of color printing. Armed with this awareness, employees are more inclined to self-regulate their printing habits, ultimately leading to reduced costs and a better understanding of their print needs.

Printer Fleet Reducing

To help you reduce printing costs, consider minimizing the number of individual personal printers and desktop printers your office uses. Many desktop printers are extremely inefficient and aren’t even ENERGY STAR® rated. Consolidating your printer fleet is one of the best ways to reduce your printing costs.

By implementing effective print management strategies, such as centralized printing solutions and optimized printing schedules based on print needs, you can significantly reduce the expenses associated with printing documents.

Draft Mode Printing

One of the easiest ways to reduce the cost of printing is by printing in draft mode. While paper costs can accumulate, printer toner or ink expenses are notably high, particularly for inkjet desktop printers. Unless your document necessitates extreme detail and top-notch quality, such as for a client presentation or a brochure, draft mode is generally sufficient.

This mode decreases the document’s resolution, thus reducing ink consumption while maintaining readability. You can adjust this setting in your printer menu to control printing costs and save on printing expenses.

Black and White Printing

Black and White Printing

To save on printing costs, configure your computer and copier settings to automatically print in black and white. Printing in color every time can be expensive. You can find these settings in the computer’s print dialogue box. By making this adjustment, you’ll cut costs associated with color printing and save on overall printing expenses when you hit the print button.

Page Margin Adjustment

Utilize the Print Preview feature in your document editor to adjust page margins effectively. Most Word documents default to margins of 1” or 1.25”, which can be narrowed down to .75” or even .5” for optimal paper usage. This simple adjustment, over time, leads to fewer pages printed, resulting in cost savings and reduced ink usage.

Font Size Reducing

Another easy way to reduce printing costs is by adjusting font sizes. Instead of using larger fonts like 11 or 12 points, consider reducing them to 10 points. This minor change not only saves ink but also uses less paper over time, contributing to overall savings in your cost per print.

Font Selection

Consider selecting different fonts when you need to print to reduce printing costs and save on ink expenses in the office. While the impact may be modest, certain fonts like Arial consume less ink compared to serif fonts such as Times New Roman or Garamond. This small adjustment can contribute to overall savings when you need to print documents regularly.

Default Setting Also Reduce Costs

To effectively reduce printing costs and save money in the office, it’s crucial to adjust default settings on your computer or copier. This proactive approach ensures that employees don’t have to manually change settings for every print job. By configuring default settings to automatically print double-sided, in black and white, and in draft mode, you streamline the printing process and promote cost reduction measures.

Default Setting of printer

Printing on both sides of the paper by default significantly reduces paper usage and waste. This simple adjustment not only saves money on paper but also contributes to environmental sustainability by minimizing resource consumption. Additionally, setting default printing options to black and white instead of color helps cut down on expensive color ink or toner usage, further lowering printing costs.

Furthermore, enabling draft mode as the default print setting reduces the amount of ink or toner used per page while maintaining readability. This not only saves money on consumables but also extends the lifespan of printer cartridges, leading to additional cost savings in the long run.

By implementing these default settings adjustments, you create a cost-conscious printing environment where employees can effortlessly save money on printing costs without compromising on quality or efficiency.

Digital Process

Transitioning to digital processes whenever feasible is a pivotal step in reducing print costs and enhancing office efficiency. In the United States alone, companies expend billions on printed forms annually, many of which become obsolete within a short span. Moreover, employees often spend considerable time searching for physical documents tucked away in filing cabinets, leading to lost productivity and increased costs for businesses.

By embracing electronic forms and employing a robust document management system, organizations can streamline operations and significantly reduce printing expenses. Frequently used forms can be swiftly filled out and distributed digitally, eliminating the need for multi-page printing and minimizing paper wastage. This shift not only saves valuable time but also conserves resources and reduces the environmental impact associated with traditional printing practices.

Maintaining digital assets is paramount in today’s business landscape. Studies suggest that approximately 70% of businesses reliant on paper-based records could face dire consequences if these records were lost due to unforeseen circumstances like fire or flood. By digitizing documents and implementing efficient office solutions, companies can safeguard critical information, improve accessibility, and ensure business continuity in the face of potential disasters.

Prioritizing digitalization not only contributes to print cost reduction and operational efficiency but also enhances data security, reduces wastage, and fortifies the overall resilience of businesses.

Print with Experts

Partnering with a Managed Print service (MPS) provider not only aids in reducing paper waste but also uncovers hidden expenses within your office printing environment. Collaborating with an expert like 1800 Office Solutions brings a dedicated team focused on enhancing the efficiency and productivity of your business daily.

Our approach to assisting organizations like yours in cutting printing costs involves proactive maintenance of printers and copiers. By ensuring these devices function optimally at all times, we help minimize downtime and prevent costly repairs, ultimately saving you money in the long run.

Furthermore, our MPS solutions delve into various aspects of your office environment to identify additional opportunities for cost savings. We analyze printing habits, recommend efficient workflows, and implement strategies to reduce unnecessary printing and paper usage. This comprehensive approach not only reduces printing costs in the office but also contributes to a more sustainable and streamlined printing ecosystem.

By partnering with 1800 Office Solutions, you gain access to a wealth of expertise and tailored solutions designed to address your specific printing needs while maximizing cost savings. Our focus on optimizing your printing environment ensures that every aspect of your office contributes to saving money and improving overall efficiency.


In conclusion, implementing effective print management strategies is paramount for businesses looking to reduce printing costs, minimize paper waste, and enhance overall efficiency. By embracing digital solutions, such as electronic forms and document management systems, organizations can streamline operations, save valuable time, and contribute to environmental sustainability.

Partnering with Managed Print service providers like 1800 Office Solutions offers additional benefits, including proactive maintenance, cost-saving recommendations, and expert insights into optimizing the office printing environment.

These collaborative efforts not only lead to significant cost savings but also pave the way for a more productive, environmentally conscious, and resilient workplace. Embracing technological advancements and leveraging professional expertise are key steps toward creating a cost-effective and efficient printing ecosystem in modern businesses.

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