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4 Advantages of Leasing a Printer for Your Business

When it comes to office management, budgeting is everything. Payroll, office supplies, equipment, and rent must all be balanced. How can you make the most of your budget while also providing your employees with the tools they need to succeed? You can invest the remaining capital on these tools and solutions to help your company grow by leasing a copier or printer. The printer or copier is one of the most important tools in your office. It is critical to effectively manage the costs associated with your print and copy requirements. The good news is that your office can lease a copier or printer. Let’s look at some of the advantages of leasing a copier or printer over purchasing one outright.   Saves Money UpfrontYou don’t have to spend thousands of dollars up front to get the equipment you need when you lease a copier or printer. Most leases do not require a downpayment from businesses, and if they do, it is insignificant in comparison to paying the full price upfront. The money you save can then be used to improve customer service and employee morale in other areas of your business. You could use the money saved to upgrade your phone system, improve your internet, invest in an after-hours answering service, improve your website design, or even get ergonomic chairs for your employees.   Manageable Payments for Easy BudgetingMost small to medium-sized businesses would benefit from a business class copier or printer, but the cost is out of their monthly budget. Smaller businesses can benefit from the latest technology by leasing equipment, maximizing efficiency and lowering operating costs. Lease terms are flexible for businesses, but the average term is 48-63 months. Most businesses find these lease terms more feasible, and the regular refresh cycle they enable is more efficient and cost effective. However, there are times when clients must purchase rather than lease, such as when making capital investments. Some government agencies, political campaigns, and schools are required to spend their budgets within a certain time frame due to tax or expiration reasons.    Repairs and UpgradesBecause of the rapid pace of technological advancement, leasing office equipment is a better option than purchasing one outright. To begin, most technology becomes obsolete within a few years, requiring you to purchase a new copier or printer every four to six years to keep up with changing technology. You could also keep using an old printer, but this will result in much higher maintenance and overall operating costs due to discontinued parts and increased toner scarcity over time. There are two benefits to leasing a copier or printer. To begin, leases are accompanied by a maintenance and service plan that provides assistance whenever it is required. Throughout the lease term, you will have access to a team of certified technicians who will respond to your needs. If you buy a copier or printer, it may come with a short-term warranty, but these warranties are notorious for having gaps in their coverage, so you may end up paying the bill in the end. The second advantage is that your lease provides a continuous refresh cycle, ensuring that you can upgrade your copier or printer with the most up-to-date technology at the lowest possible cost of operation. Instead of spending thousands of dollars on a machine that will only last five years, you can pay less money up front and get an upgraded device as newer technology becomes available.   Tax BenefitsEvery company looks for ways to reduce their tax bill, and leasing can help. Purchasing office equipment outright may result in the payment of an AMT (Alternative Minimum Tax), whereas leasing your equipment will not. Also, if you lease your printer (or any other piece of equipment), you can deduct the payments as business expenses at the end of the year without having to figure out how to calculate depreciation. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

14/10/2022 0

How to Keep Your Office Copier Safe

Businesses, understandably, place a high value on security. Secure WiFi networks, password-protected cloud storage, and other safeguards limit who has access to sensitive information and what they can do with it. However, securing virtual data pathways is insufficient. Can, for example, anyone walk into your office and take a freshly printed document straight from the printer? Blocking cyber-attacks is an important part of office security, but it should not be the sole focus of your security strategy. Securing the machine itself, as well as who can extract data from it, should be important components of your security strategy. Let’s look at how to secure your office printer in more detail. Five Ways to Keep Your Printers and Copiers Safe Ensure that your network is secure. Change your printer passwords on a regular basis. Continuously update your firmware. Install a document hold solution. Do not overlook your onboard hard drives. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

14/10/2022 0

What is the Distinction Between a Laser and an Inkjet Printer?

Before purchasing a printer in Malaysia, consider the differences between laser printers and inkjet printers. #FunctionalityThe main distinction between laser and ink printers is the type of cartridges used by each. Laser printers use toner cartridges, whereas inkjet printers use ink cartridges.   A laser printer uses an electrical charge to control where and when toner is sprayed onto paper. Inkjet printer technology, on the other hand, is a little more basic, as ink is dispensed as the cartridge travels across the page.   #CostsThere are several costs associated with selecting the best printer for your requirements. The initial investment in a laser printer can be significantly higher than that of an ink printer, with laser printers being the more expensive option. The cost of purchasing and replacing cartridges is also something to consider. Toner replacements are frequently more expensive. Although ink cartridges are less expensive, they may require more frequent replacement. This may increase your costs in the long run. Purchasing remanufactured cartridges is another way to cut costs even further.   #SpaceIf your printing station is in a small space, an inkjet printer may be the best solution. Inkjet printers are compact enough to be placed on a desk or shelf. They are also much more portable if you intend to change your printing station in the future. Laser printers, on the other hand, are typically larger and may necessitate their own dedicated space.   #SpeedLaser printers with toner cartridges print faster than inkjet printers. Once again, the printer’s operation determines its speed. Inkjet printers are slower because they require more frequent paper reloading, further slowing down the printing process. Printing a large number of pages at once, for example, may be difficult, whereas the capability of a laser printer allows for larger print jobs.   #QualityWhen it comes to print quality, a laser printer and a toner cartridge will produce better results. The accuracy of a laser printer is difficult to match with that of an inkjet printer. While the ink is still wet in an inkjet printer, the paper may be more prone to smudging or deterioration. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

13/10/2022 0

Printers with Multiple Functions vs. Single Function Printers

With so many printers available in Malaysia, deciding between a multifunction printer and a single-function printer can be difficult, especially if it’s your first time deciding. However, you must proceed with caution during the selection process to ensure that you purchase a printer that meets your requirements while remaining within your budget. Multifunction printers, like single-function printers, are classified as inkjet or laser. Inkjet printers excel at producing high-quality colour graphics, whereas laser printers excel at printing large amounts of text. Inkjet printers also require more maintenance than laser printers. Whether you need a quick laser printer for business or an inkjet printer to print photographs, you’ll always find a multifunction printer that produces laser or inkjet printouts.   Multifunction vs. Single-function PrintersAside from printing, multifunction or all-in-one printers offer a variety of other functions. These printers can also scan, copy, and fax; many multifunction printers can perform all four of these functions. A multifunction device, which combines two or more devices into one, can help you save money and space if you need a fax machine, scanner, or copier. If you need to print, on the other hand, a multifunction printer will cost you more money for features you won’t use. If you do specific printing jobs that require high-quality images, a specialised single-function printer is probably the best option. Single-function machines are more expensive than multifunction machines, but they provide better quality.   #VolumeIf you only plan on doing a limited amount of printing, a typical consumer inkjet printer should suffice. A laser printer, on the other hand, is ideal for businesses where multiple employees share a single printer or when large print runs are required on a regular basis. Laser printers are more cost-effective and better at handling high-volume print jobs when dealing with large-scale printing demands. Laser printers are typically larger and have larger print trays than inkjet printers; they also print much faster. This is critical when printing papers with hundreds of pages.   #QualityLaser printers produce high-quality text pages, especially those with small letter sizes. A high-end inkjet printer, on the other hand, produces higher-quality pictures and images with complex colours. Inkjet printers effortlessly blend colours, whereas laser printers may have demarcation or lines when the colours change.   #CostOn average, inkjet printers are less expensive than laser printers. Inkjet machines have lower maintenance costs because they use fewer consumables. However, you must also consider the total cost of ownership over the life of the printer. As a result, a laser printer is the best investment for high print volumes or long-term use. Because inkjet ink cartridges are relatively expensive, the real cost-per-page of a laser printer is generally lower than that of an inkjet printer.   #NetworkingWhen purchasing a printer for a business, networking capabilities must be taken into account. If you want to reduce the number of cables in your workplace and make it easier to connect all of the network’s devices, look for a printer that supports wireless networking. Spending extra money on networking and wireless features is unnecessary if you only need to connect the printer to a single computer in a small office. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

13/10/2022 0

Toner Replacement in a Multifunction Printer

Steps for Replacing Toner Toner replacement is a quick and easy process that takes only a few seconds. Step 1: Open the front cover Step 2: Remove the empty toner cartridge Depending on the device, cartridges will be located in various locations. Refer to the instructions inside the front cover for assistance in locating your cartridges. Step 3: Remove the new toner cartridge from its packaging Shake the toner cartridge up and down ten times before removing the cap. Step 4: Insert the new cartridge into the machine Make sure the toner is aligned properly to fit in the device. Step 5: Close the front cover Repeat the steps above if you need to replace multiple empty toner cartridges. You can resume printing now that your toner has been replaced! If your machine continues to display an error message, please contact us for further assistance.   *Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

12/10/2022 0

Here’s a helpful tip for saving money, paper, and the environment by printing on both sides!

It really is that simple! This is how you do it. Set defaults on computers -Set the defaults to double-sided printing. Only use one-sided printing when absolutely necessary.-Print bills, applications, licences, and other paper-intensive documents double-sided.-If your printer cannot print double-sided, see if it can be fitted with a duplexing unit to allow it to print double-sided.-When a print command is issued, make “rethink” messages appear on the screen. Change your computer’s default settings so that you can put more text on each page. -In MS Word, select “File,” then “Page Setup.” Then select “Reduce Margins” and reduce your margins to smaller numbers. When compared to the default settings, you could save up to 14% on paper!-Reduce the font size to 10 points when printing to reduce the amount of paper needed. Post in-house reminders about efficient paper use near the copy machine and/or each workstation -When copying or printing, use both sides of the sheet of paper.-Using the “Print Selection” function, you can print only the pages you need.-For archival purposes and where possible, print documents 2-UP or 4-UP per page. Customized software can improve your printer’s document-per-page capabilities.-Reduce your profit margins.-To avoid copying errors, use the print preview function before printing any word or excel document.-Reduce the number of pages printed by using a small font size.-Use simple fonts such as Times New Roman or Arial. These fonts take up a lot less room. Making these changes will have a significant impact on your company’s bottom line. You will not only save money by reducing the amount of paper used by your copiers, but you will also help to reduce waste. Millions of individual pieces of paper are discarded each year. Many are only used once. Using this guide can help you save up to 50% on copier machine costs and waste.   *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

12/10/2022 0

Top Advantages Of Having A Wireless Printer For A Small Business

Wireless printers are a highly effective innovation in business printing. Office Wi-Fi plays an integral role in increasing productivity and you can easily connect your printer to all your office devices. These printers can even be connected to your phone, makes it easier to use. Once all your team members are connected, they can send print jobs if they are within the network range. To find out how your small business can benefit, read on! 1. Flexible Printing Small businesses need to make sure all their systems run smoothly and without a hitch. When things are running as they should, there is nothing as destructive as a printer problem. You can end up losing precious work hours and slowing down your business. If you connect a wireless printer to your Wi-Fi network, all your employees can print at ease whenever they need to. Productivity is increased as no one will have to deal with numerous wire connections that would have otherwise been required. 2. Cost-Effective Printing We all know that the world is pushing for paperless offices so that businesses are more eco-friendly. Even if your a small business you are embracing this, you will still need to print some of your work. To make sure you are doing your part for the environment, instead of buying a printer for each office, why not have one that all your employees share. They can all print seamlessly using the same wireless printer. This will save your business money by buying, powering and running one communal printer that is Wi-Fi enabled. 3. No Wiring Hassles An office that is overflowing with wires is not only an eyesore, it’s a safety hazard. Having to deal with many connecting cables is not only annoying it can negatively impact your business. Instead of spending time untangling wires, your employees can spend that time dealing with client issues. For an office without multiple plug-in printers, buy a communal Wi-Fi enabled printer instead. You will get rid of many cords and you can work in a hassle free, easy printing work environment. 4. Modern Tech Integration Many small businesses use mobile devices for some of their operations. This makes having a wireless printing option a necessity as phones cannot be physically connected to printers. If you get a Wi-Fi enabled printer for your office, all your employees will be able to send any documents they have been working on using their tablets or phones for printing. A lot of printers are now Apple Airprint and Google Cloudprint enabled. This means you can all print on the go. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

11/10/2022 0

Copier Types and Applications

Do you want to have an understanding of what type of copier your office really needs? There are a wide variety of different types of copier machines available on the market today, all offering different features. Having knowledge of the types of machines and their wide range of features will help you make the best choice depending on your needs. Here are the different types of copiers and their different uses. 1. Black and white (mono) copiers Black and white copiers are machines that use only one toner color which is black, hence they are called monochrome or mono for short. These machines come in a variety of capacities, from low-end, low volume copiers to high-speed, high-volume devices. These copiers are made for office use, where color is not important. 2. Colour copiers Colour photocopiers can produce colored copies as well as black and white copies. They usually have four drums and four toner cartridges that contain four primary colors, namely cyan, yellow, magenta and black, which when mixed produce all other colors. Colour copiers are usually multifunction devices and are mostly used for business purposes. 3. Network copiers Network copiers can be connected to the office network for remote printing, PC faxing, as well as scan functionality. Almost all digital copiers and multifunction devices either come with the built-in network card or it is available separately as an option. You can connect the copier to your office network to allow everyone to print and scan wirelessly. 4. Multifunctional copiers Also known as all-in-one copiers, these perform more tasks than just copying, such as printing, copying, scanning and faxing. The latest models have internet access and therefore connect to the office network to send files to various locations with different command functionalities. Additionally, the copier can print from portable devices like laptops using a USB or wireless connection and have a document finishing option like booklet folding. This kind of copier is perfect for businesses that besides printing do more, like printing handbooks, instructional manuals, or even booklets for clients. 5. Desktop copiers Desktop copiers are designed to use only A4 paper or smaller size only. These are small, space-saving copiers or the multi-functional copiers that are designed to sit on the desk. They can perform their tasks just like a multifunctional copier does but cannot accommodate A3 sizes because they would be too big and too heavy to be placed on a desk. 6. Wide-format copy machines A wide-format copy machine takes a few moments to print professional-quality copies. The copiers work by using tiny droplets of ink and ejection that create professional-grade copies. They are used in businesses that need to include both graphics and print on their documents such as marketing, architectural, or even the education system. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

11/10/2022 0

Easy Solutions for Paper Jams & Slow Printing

You depend on your office equipment to keep your daily projects moving at a steady pace. Perhaps that’s why little irritations can escalate into major problems so quickly—they’re very good at keeping you from doing your job. Easier Than You Think If you’re ready for a break from endless printing hassles, check out these simple fixes for common problems. Slooooow Printing Before you resort to throwing office equipment from your second story office window, try these preventative measures to fix slow printing problems first. Switch to draft mode. Printing everything in high resolution could be the root of your slow printing hassles. By setting your laser printers and copiers to default to draft or standard mode, you’ll get faster results and use fewer supplies. When the job demands higher resolution, simply turn off draft mode until you’ve finished the task. Eliminate unneeded graphics. Require your employees to remove unnecessary images before printing. And while we’re on the subject of graphics, a print policy that prohibits employees from printing web pages and emails is always a good idea. Eliminate white space. Some multifunction copiers include options to remove excessive white space and even offer two-up printing to reduce paper waste. Excessive Paper Jams If paper jams are a frequent occurrence, something’s not right. A simple fix is sometimes all that’s needed to keep jams at bay. Try these first: Fan the paper. Whether it’s too much moisture, a dry environment causing an overload of static electricity, or a packaging mis-pick, fanning the paper before loading it into the laser printer can do wonders to eliminate paper jams. Align the paper. When refilling paper trays, be sure to straighten the paper and line the sheets up with the paper guides. It’s a simple fix, but one that often does the trick. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

07/10/2022 0

Are MFPs all the same in terms of what they can do?

Multifunction printers have become widely popular with small and home businesses. For a good reason, MFPs reduce energy, save up space, and increase productivity by integrating traditional office duties such as printing, faxing, copying, and scanning into one device. Even if you don’t fax, monitor, or copy regularly, an MFP can do so if required. But do all MFP devices offer the same features? The simple answer is no, but the features you want on your MFP are up to you. Choosing Your MFP Choosing an MFP starts with one essential question: What will it need to do? Beyond printing, copying, and scanning, what additional functions will be necessary regularly? High-volume MFPs can produce colour prints as fast as 65 pages per minute, but if those services aren’t used within the business, they may not be worth the extra cost. Instead, an honest assessment of office requirements will help determine the most pressing needs for an MFP ad guide purchasing decisions. Printing If printing is your primary use of an MFP, it would be essential to look into an MFP to match your printer capabilities. More expensive models are typically designed for higher print speeds and heavier use. Fortunately, there is a wide selection of available MFPs based on both inkjet and laser printing engines. There are even MFPs that excel in colour photo printing. Faxing Some MFP devices no longer include fax modems, which is acceptable for businesses that do not need to exchange faxes with customers or vendors when it comes to faxing. Faxing is still handy for sending/receiving documents requiring signatures, but setting up your fax service involves connecting to a phone line. A regular phone line can be shared with a fax machine if tying up the phone line while sending/receiving faxes is not a concern. Otherwise, a separate phone line is needed. If you need fax capability but don’t want the hassle and expense of setting up your fax, several online services allow you to send and receive faxes via email, web, or smartphone. Scanning Most MFPs come with a low to medium resolution scanning unit designed for document scanning. Suppose you need high-resolution scanning of photos or other media-like slides or negatives. In that case, you will want a separate standalone scanner or an MFP specialising in photo scanning/printing, such as the Canon Pixma line of MFPs. When considering which MFP to add to the office environment, there are many factors to consider. Most importantly, keep in mind the guiding question: What will it need to do? As with all other essential office infrastructure, an MFP is an investment. However, if chosen correctly and in line with the business’s needs, an MFP can streamline workflow, facilitate a more productive work environment, and keep up with all the business’s demands, no matter the volume or intensity of the job at hand. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

07/10/2022 0

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