Printing Frequently asked questions
Here are some frequently asked questions on using the multifunctional devices and tips on how you can be greener when printing. If you have any other questions or think that there is something missing from the list, please contact greenthing@uel.ac.uk.
- Why have ‘big shared printers’ (aka multi‐functional devices or MFDs) been installed?
- What are the environmental benefits of MFDs?
- How will MFDs save me time and resources?
- Where is my nearest MFD?
- Will I end up queuing for a long time to use the MFDs?
- Will I be running around the building looking for my printing?
- How do I release /delete documents that I have sent to print?
- What if I am printing confidential documents?
- How do I print double‐sided?
- How can I save even more paper?
- How do I print in greyscale / draft mode to save toner?
- How do I scan documents?
- What happens if paper or toner runs out?
- What happens if my nearest MFD isn’t working?
- What is going to happen to my desktop printer?
- How much does it cost to print?
- Can toner cartridges be recycled?
- Who can I contact to find out more about environmental issues and green ICT?
Answers
1. Why have ‘big shared printers’ (aka multi‐functional devices or MFDs) been installed?
MFDs can print, scan, photocopy and fax as required. They are more efficient than desk top devices (printers and scanners) on a number of fronts including energy, paper / toner use, time and cost.
A number of schools at UEL have already replaced the majority of desk top printers with MFDs, including CITE and Financial Services. Other departments have MFDs but haven’t necessarily removed desk top devices, therefore not making the most of potential environmental and efficiency savings.
Humanities & Social Sciences (HSS), Health & Biosciences (H&B) and External & Strategic Development Services (ESDS) have been chosen to take part in a pilot to move wholly towards the use of MFDs therefore helping to reduce the environmental impact of UEL.
2. What are the environmental benefits of MFDs?
There are many environmental benefits of having fewer centralised printers compared to many desk top printers.
- A survey of the estate found approximately 788 imaging devices (printers, photocopiers, scanners, fax machines) across both campuses. These tend to be left switched on overnight, on weekends and during holiday periods, wasting large amounts of energy. MFDs have the advantage of powering down into powersave mode when inactive.
- Also, it is easier to remember to switch off one large piece of equipment than many smaller ones! An audit showed that the pilot departments had the following number of desk top printers:
Humanities & Social Sciences = 149 (East Building, Docklands)
Health & Biosciences = 81 (Arthur Edwards Building, Stratford)
External & Strategic Development Services = 14 (East Building, Docklands)
- 3 tonnes of carbon dioxide emissions could be saved through using MFDs, that’s enough CO2 to fill nearly 15 double decker buses!
- All MFDs print double-sided (duplex) as default which saves paper (and filing space!). You can also photocopy double-sided even if your original document isn’t double-sided to start with.
- All MFDs are equipped with a gadget that only releases printing when you type in your username/swipe your ID card which reduces the amount of forgotten or mistaken printing, saving paper and ink.
- Did you know that we use 9.2 million sheets of paper a year in UEL offices?
- Different options including draft and greyscale are available which save toner.
3. How will MFDs save me time and resources?
- The time taken to photocopy or print on an MFD is much shorter than when using desktop printers which are aren’t as powerful.
- Scanning on an MFD is also much faster than a flatbed scanner, sending the document straight to a shared drive that will be ready by the time you get back to your desk.
- You can do different types of jobs in one go e.g. release printing, photocopy and scan, rather than having to search for machines that you are allowed to access and then wait for them to warm up.
- There are many more different photocopying and printing options available on an MFD which are easy to use.
- Also less time is required for IT support and maintenance of lots of different models of desk top printer.
- Did you know that UEL spends at least £58,000 a year on desktop printer ink cartridges (recorded transactions through Office Depot, actual figure is likely to be higher where other suppliers are also used).
|
Department
|
Location |
|
Health & Biosciences |
AE 5.03 |
|
Health & Biosciences |
AE 5.09 |
|
Health & Biosciences |
In corridor opposite AE 4.15 |
|
Humanities & Social Sciences |
EB 1.10 |
|
Humanities & Social Sciences |
EB 1.60A |
|
Humanities & Social Sciences |
EB1.48 |
|
Humanities & Social Sciences |
EB2.18 |
|
Humanities & Social Sciences |
EB3.05 |
|
Humanities & Social Sciences |
EB3.10 |
|
ESDS |
EB 1.05 (x4 machines) |
5. Will I end up queuing for a long time to use the MFDs?
This shouldn't be the case, analysis has been carried out on the volumes of printing in each department and a sufficient number of MFDs have been installed. Any large volume printing should be sent to the Print Centre and each department has arrangements in place for this, please contact your administrator for further information.
6. Will I be running around the building looking for my printing?
No, because printing is only released when you type in your user name or swipe your card at the MFD terminal, you can go to any of the MFDs in your department (see Question 4 for locations) and your printing will magically appear.
7. How do I release /delete documents that I have sent to print?
Simply go to your nearest machine and either swipe your ID card or enter your user name (same as your computer login). The touchpad screen will then list all documents and you can choose which ones you want to print and which you'd like to delete. For detailed instructions including images please view this document.
8. What if I am printing confidential documents?
Due to the ‘print on demand’ system, confidential documents won’t be left lying around as the printing will only be released when you reach the MFD.
9. How do I print double‐sided?
The MFDs are set to print double-sided (or duplex) by default. To do this manually, click on the Print menu and the following screen appears:
10. How can I save even more paper?
You can print four pages to a sheet (two on each side) by following the instructions in Question 9 and selecting the ‘Combination’ box.
11. How do I print in greyscale / draft mode to save toner?
- Under the main Print menu, select Properties
- Select the Quality tab.
- To change colour options, use the ‘Select Colour’ drop down menu.
- To save toner, tick the ‘Toner Save’ box.
- Go to your MFD and click on the Scan button.
- On the display, press the ‘SCANNED’ box.
- Place your document in the document feeder and press the Start button.
- To retrieve your scanned document, go back to your computer and on the desktop click on My Computer.
- Click on the I Drive ‘Departments on Dl-staff1 (I:)’
- Select your department’s folder: H&B (D42), HSS (D15), ESDS (D74).
- Go to the Scanned folder (all scanned documents are saved in this folder).
- Find your document, rename it and move it to your home area.
- The shared departmental scanning folder will emptied automatically every 4 weeks.
13. What happens if paper or toner runs out?
Collect paper from departmental stores as required (contact your departmental administrator if you don't know where the paper supplies are kept). If toner runs out, please contact your departmental administrator.
14. What happens if my nearest MFD isn’t working?
There will be another MFD that you can use nearby but please also notify supplier Oce. Each MFD has a red sticker on the front containing the machine serial number and a contact phone number for Oce who should send an engineer out within the day. If an MFD jams whilst you are using it, please be polite and make an effort to get it fixed.
15. What is going to happen to my desktop printer?
Deans and directors of the pilot departments have agreed that desktop printers will no longer be supported unless there are special circumstances. This means that ink cartridges for desktop printers cannot be purchased on departmental budgets and IT will not support maintenance.
Desktop printers which are no longer in use will be recycled by contractor CDL: http://www.computerdisposals.co.uk/.
Generally 70% of equipment collected by CDL is refurbished and sold abroad, mainly Pakistan. All equipment is shipped as fully working and tested in line with importing regulations. Approximately 5% of the working equipment is sold in England (generally laptops). About 30% of all equipment collected by the company is waste and this is not shipped abroad but dealt with 3rd party recyclers who have the appropriate Environment Agency licences.
16. How much does it cost to print?
Taking into account all cost elements of the printing services (lease of machines, paper, toner, maintenance), it costs six pence to print one black and white page and twenty pence to print one colour page.
17. Can toner cartridges be recycled?
Yes, the toner bottles are made from plastics that can be put in UEL's mixed recycling bins (bins with orange bags). If you have any unwanted ink cartridges for desktop printers, please send them to Energy & Environment, RB2.23, Stratford Campus.
18. Who can I contact to find out more about environmental issues and green ICT?
Sara Kassam, Energy & Environment Manager
Email: greenthing@uel.ac.uk
Tel: 020 8223 4047
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