Printing Best Practices | Webster University

Printing Best Practices


Webster University Managed Print Services (MPS) Printing Best Practices


The Webster University recently entered into a contract with Xerox to provide a Managed Print Services (MPS). The MPS program consists of the implementation of new Xerox devices. Moreover, this program will deliver best in class services and technology to our output environment, which includes copiers, printers, faxes and scanners.These changes should encourage everyone to think differently about the way we manage output of our jobs


Webster University recognizes that employees need to print in the course of doing work. Webster University also recognizes its responsibility to discourage waste and to encourage cost effective and prudent use of all print resources.The purpose of this document is to establish best practices for the management of all output.


The following Printing Best Practices pertains to all copiers, printers, scanners, fax machines

Printing Best Practices:

  • The preferred Webster University communication and storage method is electronic.
  • Print in black and white whenever possible. Color printing costs much more than black and white. 
  • Set your print defaults to low or draft resolution and duplex.
  • Double Sided print whenever possible; single sided print should only be used in exceptional situations.
  • Use Multi-image-per-page printing where possible.
  • Eliminate the Banner Sheet on print jobs by using the Secure Print.
  • Minimize the use of Fax machines. Scan to email where possible.
  • For all documents of more than 1-2 pages, direct your print to the MFDs located within your department. 
  • For documents requiring a large number of copies (greater than 100 pages), proof online, print to the departmental MFD, proof again and if approved, direct the print to the central production facility.

Internet Printing Best Practices:

  • Printing from the Internet is discouraged. When you need information from the internet, save or print to a file. If you must print from the Internet only print in black and white and use the following guidelines:
    • Do not print the background:
      • If you are printing a webpage using internet explorer, select Tools->Internet Options, select the 'Advanced' tab and in the 'Printing' section remove the check box in the 'print background colors and images' option.
      • Just select the area you want to print: If you do not want the whole document and need only a few paragraph or a few pages then just select those paragraphs or pages and print them. To print selected paragraphs, select the paragraphs and then select File->Print and in the 'page range' section check the 'Selection' radio button.  

Document Specific Printing Best Practices


    • Proofread, spell check and “print preview” documents on the computer before printing. After proofing online, print one copy, review and then make additional copies using the duplex copy function.
    • Reduce margins and font size on less important documents.
    • Redesign documents to reduce length and save a page.
    • Convert frequently distributed files into portable document files (PDFs).
    • To reduce network traffic and storage requirements zip all larger documents or groups of documents prior to emailing.

Microsoft PowerPoint Presentation

    • PowerPoint presentations are usually lengthy and require a large amount of network and printing resources to print. 
    • Whenever possible print in “outline” mode or handout mode with multiple pages on one page.
    • When presenting, decide which slides need a hard copy if any.
    • Use live meeting to share presentations vs. email or handouts. 
    • Use a projector in meetings and provide the PowerPoint electronically through DocuShare (central repository) or email as a last resort. 
    • When designing PowerPoint presentations use white backgrounds vs. dark that require significantly more ink

Microsoft Outlook Document or e-mail system:

    • Printing e-mail document only in black and white. Color printing is discouraged.