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Photocopier User Guide

A Simple Guide to Using a Photocopier

Photocopier User Guide

How to use the copier?

Get the article right this time? Does anyone else not know how to use a photocopier?

It’s like mocking, right?

But try asking yourself. Do you really know how to use a photocopier?


You’d be surprised how many people still don’t know how to use this copier, even if it’s been sitting in your office for a long time.

Then there are those who only know the basic functions and don’t know the true potential of the whole photocopier. It’s a pity that the function is available, but it is not used, right?

So, let us focus on this article which will guide you on how to use a photocopier. Don’t waste time, let’s start~

Steps and Methods for Copying (Photostat) Documents Using a Photostat Machine

  1. Turn on the machine and wait for it to finish warming up.
  2. Make sure there is enough paper loaded in the machine’s paper tray. Also make sure your paper is the correct size.
  3. Lift the feeder portion of the machine and check the surface of the glass panel to make sure there is no dirt, containers or marks, or any objects/papers on it.
  4. Turn the document to be copied, or “original,” upside down (pages to be copied facing the glass). Make sure the original position is correct too (just follow the guide on the side of the glass panel).
  5. Close the feeder again.
  6. Check all the settings on the display panel to make sure you have selected the correct setting (e.g. color or black and white, paper size, number of copies, etc.)
  7. Press the copy/start button
  8. After the copy is complete, review your copy to make sure it’s the way you want it to be.
  9. Remove original documents from the glass panel and leave the machine untouched before use.

Additional Notes How to use the Photostat Machine

If you want to copy more than one sheet, load all sheets or documents in the ADF (Automatic Document Feeder) on top of the copier. Make sure your documents are not stapled once.

If your copier is connected to the network, your copier can now be used as both a printer and a scanner. So if you print a document from a computer or device, don’t forget to remove it from the copier. If your printing process stalls or stalls, make sure you clear the print queue so no one else has to wait.


A List of Precautions When using a Copier

If you want to save time and avoid damaging your copier, follow this advice while saving your money to spend on maintenance or repairs should the machine break/break down.


  • Use the correct paper. The paper used must be the correct size and thickness according to the set specifications. Paper comes in different thicknesses or weights, from 60 gsm all the way up to heavier cardstock like 300 gsm.
  • However, not all copiers can handle thick paper. Make sure you read the copier’s specifications for the minimum and maximum paper weights it can handle. Also, when you are printing on thick paper, you may also want to change the settings and use the bypass tray instead of the standard tray.

Want to know tips for printing on thick paper? Let’s look at this article.

  • Always use the glass panel for copying documents to make sure it is free of any scratches or dirt. This is very important. If your glass panel is not clean, it will show on your copy.
  • You’ll also want to make sure you’re using the correct type of paper (make sure it’s laser-friendly paper!)
  • Use a surge protector. A surge protector is an app or device designed to protect your machine from voltage spikes that typically occur during lightning.
  • Keep copiers within easy reach of all employees. Make sure you have enough space around your machine so that other people can still move around while others are using the copier.

Do not do

  • Do not place copiers near narrow or scattered areas. Your copier needs room to breathe. Why? Because it radiates heat. So it needs a place to vent so that hot air can escape instead of collecting in the machine area. The accumulated heat will further heat the copier and may cause overheating and damage to the machine.
  • Don’t try to copy hard or thick objects. Copiers are used to copy flat objects such as paper. But many remember that it could duplicate any object, including body parts. Do not believe? You can go to Youtube and try searching for “file copier”.
  • Do not use the copier for any purpose not related to its function. Copiers cannot print on wood, plastic or metal. And it can’t print on all paper sizes, let alone you’re mixing different sizes in the same tray at once.
  • Do not clean the glass panel of the copier with anything other than a soft cloth and glass cleaner. You can’t even scrub with your fingers.
    I hope our post on how to use this photocopier was helpful to you. Proper use will guarantee long-term use and less downtime for your copier.

At WEEMAY, we supply high quality secondary copier / multifunction printer (MFP) machines with careful screening and service packages that are definitely value for money to our clients. We are dedicated to helping entrepreneurs and businesses get the best copier service, save time and let you print without limits.

Contact our sales consultants today to find out which lease and purchase package is best for you.





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