Technology
Printing from SharePoint: Best Practices and Methods
Printing from SharePoint: Best Practices and Methods
As a digital workspace, SharePoint offers a variety of tools to streamline your workday and reduce paper waste. However, there may be instances where you find it necessary to print documents from your SharePoint site. In this article, we'll explore the best practices and methods for printing from SharePoint, while emphasizing the importance of digital preservation and environmental consciousness.
The Importance of Going Digital
Before we dive into the printing process, it's crucial to understand the importance of digital preservation. Going digital not only helps in reducing paper waste but also ensures better organization, accessibility, and security of your documents. By keeping your work digital, you help in creating a more sustainable and efficient work environment.
Printing from SharePoint: Best Practices
Printing from SharePoint should be a consideration only when absolutely necessary. Here are some best practices to follow:
1. Check Company Policy
Before printing, review your organization's policies regarding document management and printing. Companies often have guidelines to avoid unnecessary printing, which can include restrictions on the number of copies, types of documents to be printed, and the preference for digital solutions.
2. Use the Standard Print Function
If you must print from SharePoint, utilizing the native print functionality is recommended. This typically involves using the browser or application's standard print function, which can be activated by pressing Ctrl P on most devices. This ensures that the document is printed in its intended format without any modification.
3. Optimize Document Format
To enhance readability and reduce print waste, it's important to optimize your document's format before printing. Ensure that the document is clear and legible. This can be achieved by adjusting the resolution, scaling the document to fit the page, and removing any unnecessary elements.
Alternatives to Printing
In many cases, there are alternative methods that can be more efficient and environmentally friendly. Here are some alternatives to consider:
1. Digital Note-Taking
Instead of printing, you can use your device's note-taking function to keep track of documents. Many devices come with built-in note-taking apps that can easily integrate with SharePoint, ensuring that your notes are accessible and organized.
2. Email and Collaboration Tools
If you need to share documents with others, consider using email or collaboration tools like SharePoint itself. These tools allow you to distribute and collaborate on documents without the need for physical copies.
3. Digital Signatures
For documents that require signing, you can use digital signatures or electronic signature services. These services allow you to securely sign documents and store them digitally, reducing the need for physical signatures and printing.
Conclusion
In a world where environmental sustainability is increasingly important, it's essential to prioritize digital solutions whenever possible. While sharing this article on how to print from SharePoint, it's crucial to remember the importance of going digital, not only in reducing paper waste but also in enhancing your overall work efficiency.