Managed Print Solutions | Part of the Cantec Group

7 Tips to Reduce Printing Costs and Paper Waste in the office

Plant with recycle symbol growing from paper isolated on white

As Kermit the Frog liked to say, “it’s not easy, being green” But, you can Reduce Printing Costs and Paper Waste in the office very easily. Small changes can make a big impact and often, these changes of habit can result in highly effective ways of reducing waste, saving money and improving sustainability. 

Kermit the Frog peeping through a sheet of paper - reduce paper waste


1. Change the default setting on all printers from “single-sided” to “double-sided” to reduce paper waste.

This will instantly halve the number of pages you print. Sometimes, we need to have a physical page to work with – but do you really need that back blank page?

You can instantly reduce the volume of paper used per print by adjusting the default. In doing so, you will reduce the level of paper waste in the workplace.

This will further reduce the demands on our rain forests and all the associated costs (transport, water charges, storage).

2. Take control of costs – accurately track your print, scan & copy expenses.

Do you know how much printing you do?

How often do you need to have that hard copy to hand when a digital copy will work just as well?

Understanding what people print out will help you evaluate your expenditure and reduce printing costs.

Our managed print service can be used to monitor individual and departmental use of printers. People can then be motivated to reduce their personal paper footprint, and if you want to get really tough, you can implement print quotas.

It’s not about “Big Brother” watching you – it is about helping you develop and sustain better, greener printing habits.

Green leaf with a recycling symbol on it, growing out of a pile of paper - reduce waste paper an printing costs

3. Easily capture, share and store digital documents

The days of filing cabinets are numbered and storing documents in folders is coming to an end. Apart from being a potential fire hazard and not to mention the possible GDPR breaches, storing files takes up so much space!

Providing a secure “scan to storage” option whereby the correct people can access the files allows for better document sharing, mobile working and enhanced security.

Download our Document Management Solution brochure to see how Therefore can revolutionize the way information is managed and shared in your business.

4. Change fonts to use less ink

Did you know that the font “Century Gothic” uses less ink/toner than the industry-standard “Arial”?

You probably can’t expect to save millions by switching fonts but Null claims “companies can expect savings of up to $80 per year for every 250 pages printed.” It’s a very easy way to reduce printing cost.

In 2014, a teenager named Suvir Mirchandani created headlines with his claim that the US Government could save €370m annually by simply changing the font used in official documents. Subsequently he won his school’s science fair with his findings and wound up on CNN

5. Reduce DPI (dots per inch) on internal documents

Not every document needs the full professional finish – sometimes a printout is needed only to makes changes and isn’t intended as the final product. Laser printers give you the option of changing the DPI from, say, 1200 to 300 which is ideal for proof copies. Adjusting the quality and/or the DPI of a print job reduces the ink used and speeds up the print process.

Our printers offer a feature called “Toner Save” that will automatically reduce the amount of toner used while keeping the output dark enough to read.

6. Default to B/W printing

There is no denying it – Colour is great!  Except when it comes to your printing spend. A really easy and practical way to reduce your print costs and improve your sustainability is to default to black/white printing. Colour is not necessary for much of our printing and most printers offer the option to default to mono but allow access to colour for certain users. 

Cantec delivers the uniFLOW device management platform designed to save your organisation time and money.

7. Go Green – Recycle & Compost

After you have done all you can to reduce your print output, what can you do with the pages you have had to print?

Well, for a start, you can recycle the paper. Simply provide a box for waste paper that is not contaminated by other waste and recycle it.  Remember, confidential documents can be shredded and added to a compost heap for maximum sustainability as well as security.

If you would like further information contact our team at

And please, we beg of you: Don’t print this out and hand it around. Sharing it on your social media platforms will do the trick.

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