Last-Minute Back-to-School Printing? Three Copier Features That Save More Time Than You Think 

Back-to-school season brings a flood of paperwork, student records, schedules, forms, handouts, and parent communications.  

While most schools rely on their copier every day, many only use a fraction of its capabilities.  

Here are three powerful features that can help schools and offices save time, reduce manual tasks, and keep information moving efficiently. 

1. Scan a Stack of Papers into One Searchable PDF 

Stacks of enrollment forms, permission slips, invoices, and records can quickly become difficult to manage. 

Most modern Kyocera copiers can scan documents directly as searchable PDF files. Instead of hunting through filing cabinets or folders full of scanned images, users can search for names, dates, or keywords instantly. 

Why it matters: 

• Creates searchable digital archives 
• Reduces time spent locating documents 
• Makes records easier to organize and share 
• Supports paper reduction initiatives 

To accomplish converting physical paper into a searchable PDF, simply: 

1. Load your stack of paper on the document feeder 
2. Select your scan settings, choose PDF as the file type, and enable OCR (Optical Character Recognition) if prompted. 
3. Scan and send the file to your desired destination, such as email, a network folder, or cloud storage. 
4. Open the PDF on your computer and search for names, keywords, dates, or other text within the document. 

A single searchable PDF can save much more time than a traditional scanned image that has to be opened and reviewed manually. 

2. Create a “One-Touch” Button for Your Most Common Task 

If you or your staff regularly perform the same scanning jobs every day, there’s no reason to repeat the same step every time. 

With workflow shortcuts, users can press one button and automatically: 

• Scan to a designated folder 
• Email documents to a department 
• Convert files to PDF 
• Route information to the right destination 
• Scan with blank pages removed 

Why it matters: 

• Reduces manual entry 
• Eliminates mistakes 
• Speeds up administrative processes 
• Helps maintain consistency across departments 

Instead of selecting multiple settings every time, staff can complete common tasks with a single touch. 

3. Automatically Insert a Color Sheet or Divider Page into your Print Job 

If you’ve ever spent an afternoon sorting printed packets by hand, this feature is for you. 

Many Kyocera copiers can automatically insert cover pages, colored divider sheets, or blank separator pages into a print job. Instead of printing one massive stack and manually splitting it into sections, the copier does the organization for you as it prints. 

Real Classroom Example 

Imagine a teacher preparing a back-to-school binder for each student that contains the class syllabus, the classroom expectations, a course calendar, parent communication forms, and emergency contact information.  

Rather than printing all 50 pages as one continuous packet, the teacher can instruct the copier to insert a colored divider sheet before each section. When the job is finished, every packet is already organized and easy for learners and families to navigate. 

Why It Saves Time 

• Eliminates manual sorting after printing 
• Makes large packets easier to organize 
• Creates more professional-looking materials 
• Helps students and staff find information faster 

During the back-to-school rush, even small time-savers add up. Letting your copier handle the organization means less time standing over stacks of paper and more time focused on students. 

Is Your School Ready to Take Off? We’re Ready to Help. 

As students and staff settle into a new school year, copier fleets often become one of the hardest-working pieces of technology in the building. Behind the scenes, our technicians are helping schools optimize devices, complete installations, perform preventive maintenance, and ensure equipment is ready for the demands of the year ahead. 

But great printing today is about more than hardware: 

Not Using PaperCut Yet? 

PaperCut helps organizations gain visibility and control over printing by: 

• Reducing unnecessary print volumes 
• Enabling secure print release 
• Tracking usage by user or department 
• Supporting sustainability initiatives 
• Simplifying print management across multiple devices 

Users simply print from any device to a single print queue and securely release their print job using their mobile phone or the MFP’s touchscreen. Learn more here. 

Are You Still Relying on Traditional Faxing? 

eGoldFax modernizes faxing by allowing users to send and receive faxes digitally without dedicated fax hardware, phone lines, or paper-based workflows. 

Never receive busy signals and never miss an inbound fax. Keep your existing fax numbers with easy porting. Interested in eGoldFax? Find out more here or watch how easy it is to send a fax via email right here. 

Ready when you are 

We are proud to partner with 36% of all public and non-public schools in South Dakota and to serve schools across Iowa and Nebraska as well. We work with educational organizations of all sizes to improve printing, document management, and workflow efficiency.  

Whether you’re evaluating your current print environment, exploring PaperCut, considering eGoldFax, or preparing for the school year ahead, our team is ready to help you get more from the technology you already use. 

Interested in a free consultation with an expert? Consider contacting Century Business Products today!