How to Reduce Printing Costs? (A Toner Buzz Perspective)


Quick Answer:

To cut down on printing costs, go for  Toner Buzz. It can save you up to 40% on original cartridges and supplies.

Also, think about these options:

  • Print in Black and White
  • Print Double-Sided
  • Use High-Yield Cartridges for Heavy Printing
  • Switch to Draft Mode
  • Remote Printing Management
  • Optimize Font and Formatting
  • Invest in Eco-Friendly Printers
  • Use Print Management Software
  • Schedule Maintenance Regularly
  • Educate Your Team

Even with digital advancements, printing is still widely used across different sectors.

In our recent research, we found out that the US education sector alone prints about 784 million pages every day.

With this in mind, we've put together some simple tips for reducing your printing costs.

Print in Black and White

Printing in black and white can save you money compared to printing in color. This is because black ink or  toner is usually cheaper than colored ones.

When you print something in black and white, you only use black ink or toner. But if you print in color, you need to use four different inks or toners: cyan, magenta, yellow, and black.

Let's look at an example to understand this better. 

Imagine you have an  HP Color LaserJet Pro MFP M476nw that uses HP 312 toners. If you buy an HP 312X black toner cartridge, it can print up to 4,400 pages and costs $129. But if you need to print in color, you have to buy color cartridges.

Prices as valid on 16.02.2024

Each color cartridge prints 2,700 pages but costs $135. So, as we can see from this example, color printing can get more expensive because the color cartridges cost more even though they print fewer pages.

Given this, it's recommended to avoid printing drafts, internal documents, and other non-essential materials in color. 

Print Double-Sided

Enable duplex printing whenever possible to cut paper usage in half and reduce costs associated with paper consumption. 

Most modern printers support duplex printing, enabling you to print on both sides of the paper without compromising quality, thus reducing printing costs.

Let's imagine you have a small office with 5 employees and an annual printing budget of $5000. Implementing duplex printing, could save $2500 annually for your office, with equal savings split between paper expenses and cartridge costs.

To activate duplex printing, open the print dialog box, select your printer, and enable the duplex or double-sided printing option.

Use High-Yield Cartridges for Heavy Printing

High-yield cartridges are designed to contain more toner or ink, allowing them to print more pages compared to standard cartridges.

Although high-yield cartridges are typically more expensive upfront, the cost per page is usually lower, making them a more economical choice for users who print frequently.

Take this example:

  • The TN-760 high-yield cartridge costs $77.39 and can print up to 3,000 pages. This results in a cost per page of approximately $0.03 ($77.39 / 3,000 pages).
  • The TN-730 standard cartridge costs $52 and offers a yield of 1,200 pages, leading to a cost per page of about $0.05 ($52 / 1,200 pages).

This comparison clearly shows that the high-yield TN-760 cartridge is more economical in terms of cost per page, making it a preferable option for businesses with substantial printing needs.

The formula provided by Toner Buzz, " Cartridge price / Page yield + Paper cost = Cost Per Page", helps you figure out how much each printed page costs.

We also have a tool to calculate printing costs easily. Just enter the cost of the cartridge and how many pages it can print.

To use the tool, check out the guide: How To Accurately Calculate Your Printing Cost Per Page

                   Printing Cost Calculator by Toner Buzz

Switch to Draft Mode

Printing in draft mode, also known as "Toner Save" or "Economy” lightens text and conserves ink or toner per page, thereby reducing the overall amount used.

A document printed in draft mode might use up to 50% of the ink or toner compared to printing in standard mode. This reduction in ink or toner usage translates to lower printing costs over time.

Draft mode is suitable for printing internal documents, such as drafts, memos, meeting notes, or reference materials, where high print quality is not essential.

However, it may not be suitable for documents that require high-quality printing, such as presentations, marketing materials, or official reports where clarity and professionalism are important.

To enable this setting, go to your printer's "Properties" and look under the "Paper/Quality" tab.

Remote Printing Management

Explore remote printing management solutions that allow administrators to monitor and manage printing activities from a centralized location.

This can help optimize printer usage and reduce costs across multiple locations.

Optimize Font and Formatting

Font Selection

  • Ink-Efficient Fonts: Some fonts have been designed to use less ink. When we tested 7 cost-effective fonts, we found that Courier could print 111 more pages than Calibri and Century Gothic, leading to a 77% rise in how many pages could be printed.
  • Font Size: Reducing the font size from 12 to 10 points can decrease ink and toner consumption without severely impacting readability for most people.

Formatting Adjustments

  • Line Spacing: Reducing line spacing (also known as leading) allows more lines of text per page. Changing from 1.5 to 1.15 line spacing in a document can fit more text on each page, reducing the total number of pages printed.

Line and paragraph spacing in Google Docs

  • Margins: Setting margins to 0.5 inches instead of the default 1 inch on all sides can considerably increase the amount of text per page.
  • Avoid Unnecessary Bold and Underline: Bold and underlined text uses more ink or toner. Use these formatting options sparingly, especially in large blocks of text.

Invest in Eco-Friendly Printers

When discussing printing costs, the focus is usually on paper and toner. However, the energy a printer uses also affects the total cost.

Eco-friendly printers are designed with energy efficiency and resource conservation in mind. Their ability to use less electricity, thanks to meeting standards like  ENERGY STAR, directly translates into lower energy bills.

For example, the  HP Color LaserJet Pro 4200/4300 series reduces energy consumption by 27 percent when printing. If a small office spends $600 a year on printer energy, switching to this series could save about $162 annually on energy bills.

Additionally, eco-friendly printers are designed to apply ink or toner to paper in a way that uses less material without sacrificing quality. This careful application means less toner or ink is wasted with each print, and cartridges don't need to be replaced as often.

One identify such printers, look for the ENERGY STAR logo on the printer or its packaging.

Use Print Management Software

Implement print management software to monitor and control printing activities, set print quotas, and track usage patterns to identify areas for improvement. There are numerous software solutions available that can assist with these tasks.

For instance, consider PaperCut, a tool that provides detailed reports on printing activities, showing who is printing what, when, and on which device.

It continuously monitors all print jobs, such as the user who initiated the print, the document name, the number of pages, the choice between color and black and white, and the specific printer used.

PaperCut Print Management by Feature

Schedule Maintenance Regularly

To keep your printing costs down and your printers in top shape, it's important to stick to a regular maintenance schedule. 

A little bit of cleaning and the occasional check-up can go a long way in making sure your printers last longer, so you're not constantly having to replace them.

Also, don't rush to swap out ink or toner cartridges the moment your printer starts sending low ink/toner warnings. Often, there's a bit more life left in them, so keep an eye on the print quality and make the change when it's truly needed.

And here's a tip that's often overlooked:  how you store your spare cartridges matters. 

Keep them in a spot that's cool and dry, and steer clear of places with direct sunlight. This helps keep the ink or toner in good condition until you're ready to use them, avoiding any nasty surprises when it's time to print.

Educate Your Team

  • Provide training and awareness programs to educate employees on the importance of cost-effective printing practices.
  • Suggest using digital alternatives like email, electronic signatures, and digital document management systems to cut down on the need for printed materials and related expenses.
  • Remind to adjust the default printing settings on all office printers so they automatically print double-sided and in black and white.
  • It's also beneficial to educate your team about efficient printing practices. This includes checking the print preview before printing to avoid unnecessary pages and being mindful about when and what they print.

Buy from Toner Buzz

Collaborate with print supply vendors who offer authentic cartridges and are dependable.

Toner Buzz is recognized for its trustworthiness. At Toner Buzz we provide original cartridges and printing supplies that can help you lower your printing expenses by 10%-40% compared to major online retailers such as Amazon.

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