Easy-to-follow Pointers on How to Use the Photocopier in the Office

Here are some tips that tell you how to use a photocopier efficiently.
A photocopier or copy machine as it is popularly called, is one of the most common office accessories. It is the cheapest way of getting paper copies of various documents that one may need on a regular basis. Most modern-day photocopiers work with the dry heating copying process, which is known as xerography, while a few other types work with the inkjet technology. Today, a photocopier has become a must-have piece of business equipment that performs several functions. The numerous keys and control panels on a photocopier can be quite intimidating for someone who is attempting to use it for the first time. However, using a photocopier is an extremely easy job, once you learn about its basics and safety measures. To make it even easier, here are some simple tips that will help.

Using a Photocopier for a Single Page

Follow the instructions given below to learn how to copy a single, standard A4 size paper using a photocopier.

Step 1: Turn on the power switch of the photocopier, which is usually located on the control panel or on the side of the machine. Wait until the machine warms up, which usually takes a few minutes.

Step 2: Lift the counter of the photocopier and place your document on the glass platen of the photocopier. You will find options at the edge of the glass platen of the machine to help you determine the position of the page. If you are copying an A4 size page, then choose the second option (horizontal position) and place the page in the same position. For machines with document feeders, place documents in the feeder with their face in the upward direction (and without lifting the glass platen).

Step 3: Once the documents are set in the appropriate position, select the desired number of copies with the help of the number keypad on the machine. Select either the color or black and white option, as per the requirement.

Step 4: You may also need to select the paper size option. Most photocopiers come with provisions for standard pages measuring 8½" x 11". If you want larger prints on color pages, then you may need to insert such papers separately. While enlarging the page size, you may also have to manually increase image-page ratio of that document, if there are any images.

Step 5: Once you are done with all the settings and arrangements, it is time to copy the document. To do so, hit the largest button of the machine (usually green in color), which is the 'copy button' on most photocopiers. Your pages will be successfully copied.

Using a Photocopier for Two Pages

Follow the instructions given below to learn copying two pages of a document (e.g. from books) side by side.
  • Similar to what I have mentioned above, start the machine and let it get warmed up. Place the book or the two pages that you want, to copy adjacent pages.
  • Then select option 2, the option for horizontal placement of the pages. Afterward, press the verk/veg option from the control panel.
  • Once you are done with the placement, adjust the page size, image ratio and color mode; similar to the single page.
  • Hit the 'copy' button to get your copies.
Safety Tips

Here are a few tips on using a photocopier safely and effectively.
  • Place the photocopier is a well ventilated room. If the room is not well ventilated, install mechanical ventilators that keep the room fresh and free from gases and heat of the machine.
  • Place the machine at an appropriate height, to avoid both unnecessary bending as well as stretching.
  • Also make sure that you have learned how to maintain a photocopier.
Although your photocopier is an efficient and essential accessory, using it on a daily basis is not very safe for your health. The person using a photocopier on a frequent basis should learn how to use it safely. Some major elements that create safety issues for photocopiers include heat emanating from machine, fluorescent light of the metal halide or such other lamps that are used for photocopying, toner materials. and photoconductive materials like cadmium and selenium. Due to all these elements and prolonged use, a photocopier operator is always at the risk of suffering from various side effects. For instance, some respiratory problems like coughing, sneezing, throat irritation, and infection of nasal passage, along skin allergies and watery eyes can prevail. The repetitive posture for copying pages may also cause muscle fatigue.

It is the reason why learning to use a photocopier safely is extremely crucial. It is also important to maintain the photocopier by cleaning it on a regular basis. This will reduce the effects of most of its potential health hazards, besides running the copier smoothly for a long time.