By one estimate, if the paper used each year for personal computing were laid end to end, it would circle the Earth more than 800 times. Instead of decreasing paper consumption, technological advancements have actually contributed to an increase in printing and paper use. However, you have choices when you print and copy documents that will help to reduce the amount of paper you consume and the amount you need to file or transport.

There are electronic alternatives to many document management tasks. Consider the quick, simple strategies below. Be creative. Do your best to use as little paper as possible.

• Distribute documents electronically. The most common method is to e-mail your files as attachments. Remember though that e-mail is not a secure medium for sensitive information.


• Archive documents electronically. You can save space while helping the environment by archiving your documents to a CD or a shared network drive instead of printing and filing them.
  
  
• Use a projector for your next meeting. If your department has one on hand, consider using an LCD projector and laptop to present materials at your next meeting. In addition to saving paper, you can make changes to your documents on the fly while discussing them with colleagues.

Review and edit documents electronically

Microsoft Office includes many features for adding notes and corrections to documents. Adobe Acrobat also provides review features. Learn more and consider these options before choosing paper.

Microsoft Office

• Insert Comments. Add pop-up comments at specific locations in the document.
• Track Changes. Track each change to an original document. Review and accept/reject proposed changes. And, view a history of all changes.
• Compare and Merge Documents. Identify differences between multiple versions of the same document and create a merged version from two separate files.
• Share Documents. E-mail a document for review or create a shared version of a document on a network drive, where it can be edited simultaneously by multiple users.

Adobe Acrobat

When You Must Print or Copy, Do More with Less

• Use Both Sides of the Paper. Print double-sided documents by using a duplex (or double-sided) printer or by re-feeding paper through single-sided printers. If using the copy machine, make double-sided copies. Consider setting your default printing and copying options to use both sides of the paper.
  
  
• Use Smaller Fonts and Margins. Fitting more words on a page is a simple way to reduce the number of pages you have to print.
  
  
• Specify Draft Quality Printing. Conserve toner or ink by using draft quality settings whenever possible. These can be found in the Print Properties or Print Preferences section of the print menu on most systems. Many printers also offer the options of printing multiple, miniature pages on one side of the paper.
  
  
• Use Scrap Paper to Print Draft Documents. Keep a box of scrap paper next to your printer. Use it to print draft documents.
  
  
• Print Select Pages Only. If you don’t need to print an entire multi-page document, try printing just the single page or range of pages that you need.

Use Recycled Paper

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