What kind of copier do I need?

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When shopping for a copier or printer there are a few things that you should keep in mind before committing to the first machine that pops up on your search engine.

What kind of machine are you looking for?

Desktop machines are some of the more convenient options. They let you place your machine in the most accessible location and allow you to complete small jobs with less hassle. No waiting in line to use the larger copier at the end of the hall or worrying about being left with a jam that someone else didn’t bother to clear.

On the other hand, desktop machines have their own downfalls. They cost more to operate and don’t have as many options as a larger machine. A larger machine is also able to keep up with those large jobs that smaller machines have trouble keep up with, both in speed and job capacity.

Do you need to print different size paper?

Smaller machines are a good choice for small offices that only use letter and legal size paper. However, if you need your machine to work with larger sizes or thicker mediums such as card stock or labels then a larger machine is the way to go!

Do you need to print in color?

Color options are available in both size machines but quality is also important. If you are printing out every day images for your child’s school project then a small machine would do just fine. If you were hoping to impress your client with a well put together presentation with sharp images then it would be best to work with a larger, more capable machine.

Do you need a machine that can fold and staple your documents for you?

If this is important to you business workflow then you should not be considering any desktop options. Stapling and folding options are only available on large capacity machines with a finisher.

Looking for more information? Here are some helpful links below!

Choosing your copier part 1

Choosing your copier part 2

For more helpful tips and tricks or just fun information you can check us out here on Facebook or visit our Website! Still not sure what to buy? We are open Monday through Friday from 8am to 5pm EST and we are always more than happy to help you decide on which of our top quality Copystar products that best fit your business. All you have to do is give us a call at 803-407-4321!

 

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…can you walk the Walk? (the MS Walk)

You can talk the talk…

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We need your help!

Our team at Capital is working hard to raise awareness and funding for MS but we need your help!

We are looking for sponsors for our team as well as people to help show their support by walking with us and sporting our team shirt on Saturday April 28th.

It’s free to walk and our team shirts are only $10 each!

We also have a limited number of sponsorship opportunities that are a great option for businesses. Sponsors will have their logo displayed on our team shirts and get a shirt of their own to wear so that they can show their support!

If you or anyone you know would like to participate, please send them my way by email or by calling 803-407-4321. The more the merrier!

We’ll have snacks and water for everyone on our team and it should be a good time for a great cause!

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Are you interested in learning more about MS please check out the National Multiple Sclerosis Society

Interested in learning about ways to help? Capital Office Products, Inc. will be joining the 2018 Walk for MS on April the 28th. Click here to join our Team or donate directly to the MS Foundation!

Please join us on Facebook to keep up with our future efforts to support the MS Walk!

#CapitalOfficeSC #WalkTogether

You can talk the talk…

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Let’s talk about MS.

I know, I know, it has nothing to do with copiers or service relating to copiers, but honestly that’s not all we are about.

Did you know…

Capital Office Products is a local family-owned (and run) business that has been in Columbia, South Carolina for more than twenty years. We want to be known for more than just copier sales and service.

Don’t get me wrong, we all love what we do and working with our customers but it isn’t just a business for us, it’s home. We work and live in this community and enjoy giving back to the friends and family we get to surround ourselves with daily.

So, what is MS you ask?

Simple answer? Multiple sclerosis is a debilitating disease within the central nervous system. This disease causes a disruption between the brain and the body.

The symptoms for MS can include anything from chronic pain to numbness to paralysis. People can suffer through vision problems, dizziness and vertigo and even weakness. This means that many people with MS have difficulty walking or trouble relieving themselves.

Less common symptoms are problems speaking, swallowing or breathing. Some people may even experience seizures or tremors in various parts of their body.

It is impossible to predict when or what type of symptoms a person can experience and there is no known cure.

Multiple Sclerosis happens when the immune system decides to attack the myelin protecting your nerve fibers as well as the nerve fibers themselves. The damaged myelin forms scar tissue (sclerosis), which gives the disease its name.

The cause of MS is still unknown and the symptoms of MS are most commonly experienced between the ages of 20 and 50. Both men and women can be diagnosed with MS but women are two to three times more likely to be diagnosed than men.

Nearly 1 in every 750 are diagnosed with MS.

Are you interested in learning more about MS please check out the National Multiple Sclerosis Society

Interested in learning about ways to help? Capital Office Products, Inc. will be joining the 2018 Walk for MS on April the 28th. Click here to join our Team or donate directly to the MS Foundation!

Please join us on Facebook to keep up with our future efforts to support the MS Walk!

#CapitalOfficeSC #WalkTogether

 

 

 

 

 

How can I lower my printing cost?

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How can I lower my printing cost?

Every time you print something you are spending just a little bit of money on both your paper and your toner. Unfortunately that ‘little bit’ of money adds up pretty quickly. So, how do you lower your printing cost without sacrificing the quality and quantity you need to succeed?

Most Copystar vendors offer a service contract when you lease a machine through their company. These contracts can cover your supplies or a specific amount of included images by including the cost in your monthly payment.

But let’s be honest, even when you purchase a machine without signing a contract you are still paying for the cost of your printing supplies.

White space is a bad thing.
Don’t waste paper by printing out one email on one sheet of paper when you can combine multiple emails on one page or print on both sides of your paper.

Keep an eye on your printer preview.
Why? Because it can save you time, effort and frustration (not to mention money). You don’t want to start your print job over all because you forgot to change it to ‘landscape’ instead of ‘portrait’.

Check your color settings.
Do you have to print in color? Color is always a more expensive option so keep an eye out for any errant images or hyperlinks that you don’t need to include on your document.

Keep your machine clean and well cared for.
A dingy or damaged machine could result in frequent paper jams, lines on your copies or over all dirty looking prints. All of which could result in costly service fees on top of the cost of re-printing everything after your copier is cleaned and repaired.

If you feel like you are paying too much for printing then don’t hesitate to give us a call today at 803-407-4321 to speak with one of our specialists to discuss what service option best fits your needs.

 

Why is my copier jamming?

Ok, it’s crunch time. That big meeting you have been preparing for is only an hour away so you get ready to print out your presentation. You step up to your copier in anticipation of seeing all of your hard work print out in neat little stacks and then…you hear it. That ominous ‘beep-beep-beep’ that brings tears to the eyes of grown men as they realize that their copier has a paper jam.

Again.

Some of the most common paper jams are born because no one takes the time to prevent them. Following these three simple steps can do a lot to reduce jam-induced frustration around the office.

  1. Don’t overload the paper tray.
    Every copier has a set capacity for each tray. When you go over that limit your machine is more likely to pick up more than one sheet of paper at a time and create your jam.
  2. Don’t mix and match paper.
    A printer is a complicated piece of machinery that adjusts itself according to what type of paper is in it’s tray. However when you mix and match paper with different sizes or thickness it can get confused. When the copier is confused it cannot adjust itself accordingly and jams as a result.
  3. Keep your copier clean.
    Routine service on your copier is recommended. Your environment creates a lot of issues in a machine. It should be kept away from extreme heat or moisture which could combine with things like dust or leftover toner to create a sticky mess in your machine. This can also create more problems than a less complicated paper jam.

Whatever you do just keep in mind that a little TLC could be the difference between that big promotion or a mental breakdown.

 

Interested in some more tips and tricks on how to care for your copier? Check out the rest of our blog! If you are interested in setting up service on your machine just give us a call at 803.407.4321

Leasing a Copier – What questions should I ask?

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When you are thinking about buying a copier you should be prepared to ask many questions. You should always read any contract before you sign it and be prepared to ask questions if you don’t immediately understand it.

I can’t stress enough how important it is for you to ask questions before you commit yourself to a lease. You have the right to request a copy of the contract to review before agreeing to sign it.

There are many terms and conditions when it comes to the leasing process. Trust me when I say that you don’t want to be surprised three to five years down the line when it s time to return your machine and you can’t. Why? because you forgot to inform the leasing company that you didn’t want to renew your lease as per the terms of your contract.

On that note, a lease *is* a contract. It is not a short term rental that can be cancelled without a penalty or a very large fine. It is a legally binding document that can only be disputed before you sign it…not two months later when you decide you don’t like the terms.

So, ask questions.

-Do I have to pay the document fee and why?

-Why do I need insurance on my copier?

-Do I have to pay property tax?

-Do I get to keep the equipment when the lease is over?

-When does my lease end?

There are no silly questions, only people who are silly enough not to ask any questions at all.

 

 

How to choose your copier…and the pitfalls of choosing poorly.

 

Copy of How to chose your copier (2)Click here for Part One

Part Two:

Are you feeling boxed in?

A few weeks ago we talked about ‘size’ as what your copier could produce for you. After all, a desktop machine isn’t going to do much good for a successful lawyer or tax accountant during tax season.

You should also pay attention to the physical size of  your machine. While you may need a machine that can keep up with a larger demand you don’t want to be stuck with a machine that doesn’t physically fit in your office.

More than once we have received service calls on machines that have damages from someone taking off a paper drawer or multipurpose tray. Usually these mishaps happen when there is not enough space in your office for both you and your copier. In addition, many companies might take advantage of a ‘high volume’ office and try to sell you every accessory they can reasonably get away with in order to make their bottom line (meaning more clunky hardware and limited square footage).

Don’t be afraid to discuss your options with your sales representative, find out why they believe that extra side paper deck is a good solution for your office. Ask them if that very large finisher is going to make a real difference in your efficiency. Don’t be afraid to ask for training on how to use these accessories so that they aren’t dead weight two weeks later.

If your representative is unwilling or unable to provide this service then it’s time to look elsewhere. Shop around, think outside the box until you no longer feel cornered.

You can trust Capital Office Products to work with you in order to find the perfect fit for your office. We don’t believe in selling for the sake of a sale. We want to build lasting relationships built on mutual trust so that you can count on us to provide you with the best equipment and the best service for as long as you are in business, not just for three to five years at a time.

The Life of Your Copier

Copy of Copy of How to chose your copierHow long should my copier last?

Well, that is an interesting question. Unfortunately doesn’t have an easy answer.

A better question would be: Will my copier still meet my needs in 3-5 years?

The average copier lease is 36 to 60 months. This time frame is determined by your sales expert based off of your budget, volume and industry as well as the life of the warranties that can be applied to your equipment.

Technology is evolving at a rapid pace and it is sometimes difficult to keep up. Your five year old Copystar might work for you now but what happens when you upgrade all of your software in the next few years and it is no longer compatible? Updated security options, cloud-based services and mobile applications are constantly evolving and forcing us as consumers to evolve along with it or go back to the stone ages.

Another point to consider is that a copier is a lot like a car. The longer you use it, the less efficient it is. Eventually, parts will start to wear down and break more often. Soon enough, it costs more to buy the parts to fix it than it is to pay monthly on a brand new machine. Is it really worth the time and effort spent to keep the old equipment just because you own it?

Capital Office Products, Inc. offers you a free assessment on how our technology can save you money and improve your business. Just give us a call at 803-407-4321 to schedule an appointment to talk to one of our highly qualified sales experts!

How to choose your copier…and the pitfalls of choosing poorly.

How to chose your copier (1)

 

Do you choose your copier or does your copier choose you?

Part 1

Choosing office equipment isn’t like picking out a bookshelf and sticking it in a random corner. It is both a long term and short term investment that should be prepared for carefully.

Here are a few questions you should ask yourself:

-Do you trust your provider and their professional recommendations?

-What sort of service do they offer?

-Do they supply the toner to your machine?

Often times you will run into a fantastic sales pitch that is easy on your budget…until the machine breaks down or needs toner. Asking these questions could save you both time and money when there is an emergency and your flashy sales guy is no where in sight.

Consider this: A service call could result in several charges for things like a specially trained technician, travel time (to and from), the cost of parts and labor…assuming that the technician has the tools he needs for the job and doesn’t have to come back the next day.

Toner prices are going up each year and the cost of shipping always a hassle. A replacement for any damages to the cartridges during the shipping process is  usually at the customers expense.

Did your ‘amazing deal’ cover the cost of the service you will need? Does it include your toner and delivery?

Some other questions you should ask are:

-Is this the correct machine for our needs?

-Is it the right size for our office?

Sure, that desktop machine sounds easier on your budget, but it isn’t meant to churn out hundreds of documents a day. You don’t want to be an an accountant during tax season with a machine that can’t keep up with your needs. This doesn’t even take into account the cost of your supplies. Generally speaking, the smaller your machine is the more expensive it is to run.

If you are unsure, we here are Capital Office Products are happy to point you in the right directions based on your business needs. Locally owned and operated in Columbia SC we have been serving both our local business community and hundreds of remote locations for over 20 years. Have questions? Call us at 803-407-4321 or send us an email at questionsforcapital@copsc.com

To DIY or Not to DIY (there should be no question)

TO DIY OR NOT TO DIY

 

The question, if you were wondering, is whether or not you should invest in a service contract.

Unless you are certified in the repair and maintenance of your machine then it’s probably best to limit your DIY projects for that BBQ pit you’ve been trying to build for six years.

While it might be tempting to pull apart your machine to discover exactly what is causing the paper jam in the back of the machine or the dark lines smearing all over your pages you should resist this impulse.

Those who don’t know what they are doing when they pull out parts could cause further (and potentially more expensive) damage while ALSO voiding the existing warranties on the equipment and it’s parts.

You need a trained technician who specializes in the repair and maintenance of state-of-the-art reproduction equipment.

Additionally, not having a service contract can lead to:

  • Unexpected emergency repair costs.
  • Long waiting periods for specialized parts (assuming that you ordered the correct part in the first place)
  • Lost productivity and profit.
  • Overall dissatisfaction.

If you are looking for the ideal partner who can maintain your office’s productivity as well as your office copy equipment, you should reach out and see what we can do for you with a monthly service contract designed with your unique needs in mind.