Thursday, March 01, 2018

How to Set Permanent & One-Time Printer Defaults

Each printer driver installs using unique printing defaults. These can be different based on model types, capabilities and brand. Some of the many settings that can be modified include, but are not limited to:
  • Type and size of paper
  • Thickness and finish of paper
  • Single vs double-sided printing
  • Trays
  • Print quality and color
Setting permanent printer defaults saves time and resources as misprinting can be a costly waste of time, paper and toner. Thankfully, different preferences can be set for permanent printer defaults as well as one-time print settings. 

How to Set Permanent & One-Time Printer Defaults

The purpose of printer defaults is to provide the ability to set unique printing preferences that will best meet the needs of any unique environment. For instance, if most of your printing is for office use, normal/draft printing should meet your needs and save money on toner. The difference between permanent and one-time printer defaults is based on where the modifications are made. 

When customizations are made to printer properties accessed through system settings as in control panel/settings, they become permanent defaults. When customizations are made to printer properties accessed via a pending print job, the changes apply only to that particular print job.

Setting permanent printer defaults
  • Open the printer preferences by right-clicking the printer and selecting "Printer properties".
  • From the Advanced tab click the "Printing Defaults" button.

  • From the printer defaults window, set:
    • Paper size, orientation, type, quality and source
    • Color and document type
    • Number of pages, copies and duplex settings
    • Much more

  • Once all customizations have been made, click "Apply" and "OK".
Setting one-time printer defaults
  • From within a pending print job, click the printer "Properties" box.

  • This will bring up the same printer properties window, but the changes made will only apply to this print job.

  • Click "OK" after changes have been made.
  • Click the "Print" button to print the document with the customizations made.

Modifying printer settings so the permanent defaults meet your unique needs saves time every time you print. If needs change, these settings can be updated to reflect those new needs. Anytime something different than the default is required, a one-time setting can be used without interrupting the default settings. Understanding where to set permanent defaults, and how to take advantage of one-time settings, is the key to efficient printing and preventing wasted resources.

As always, there are multiple ways to accomplish the same thing when it comes to technology. In the case of printer defaults, changing items in the same window reached through different paths can have different results and it is important to know when to use each.

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