Printing Booklets Printing booklets, either 5 ½ x 8 ½, 8 ½ by 7, or 81/2 x 11, has never been easier. Several of our copiers, placed strategically throughout the organization with one at most physical sites, have this capability. The quickest way to determine whether or not the machine is capable is to look low and to the left. Typical Output Paper Tray Booklet Folding Tray Preparing your Document Utilizing Word Any document can be easily turned into a booklet. There is no need to utilize Microsoft Publisher, unless you would like to. You may prepare your document very simply on Microsoft Word using traditional margins; the document must be single sided. The copiers are smart enough: to put the pages in the proper order without performing any paper acrobatics Merge a separate paper type, colored for instance, as a unique cover Print on the front cover, front inside cover, back inside cover, or back cover, or some combination thereof. Utilizing Publisher If you have a document utilizing the native booklet format within Publisher and then you select the booklet settings on the canon copier your booklet will be printed rather small. Have no fear; by forcing the Published settings be used rather than the print driver settings the booklet should be printed normally. 1
The Process Below is a step by step process of a common booklet creation task. It is meant to give you an idea of how the basic feature works and a premise to work from if your particular task is different. Our desire is: Have a front cover which is a colored sheet of paper Print on the front and back covers Print in color Have the dimensions of 5 ½ x 8 ½ Have it stapled down the middle 1. Prepare your document in Word. The text for the front and back cover should be on their own individual pages. 2. Place the documents in the feeder tray in the proper order; cover sheet, booklet sheets and back cover sheet. 3. Log into the copier and choose the copy option. 2
4. Choose the Select Color button & select the color feature that you would like, most likely the auto selection (Color/Black). 5. Select the options button to launch the booklet settings. 6. Choose the Booklet option. a. The next screen that appears is the settings for the booklet copying. b. Part A: i. Booklet scan is to be used when your source document is printed with one page of text per page, this will likely be the most common. If you 3
4 have the text already printed and staged for the booklet fold, then select the do not booklet scan. ii. If the source document is not normal letter size, you may change the size and page orientation if need be by changing the original size. Notice the change button directly below the original size graphic on the right side of the screen shot below. c. Part B: i. By selecting the fold & saddle stich opton the final product will be folded and stapled down the middle of the fold on the inside of the booklet, this will likely be the most common selection because who wouldn t want the copier to do all of the work. Part A Part B ii. To specify the size of the final product, 5 ½ by 8 ½ in our example, we will need to have a layout size of 8 ½ by 11 R, or landscape. The layout size option, righthand section of part B, will need to be changed to landscape letter. iii. If the sheet size is not currently in the machine, you will need to place it in the machine either in one of the standard drawers or in the manual tray. The machine may prompt for the paper type so that it can handle it appropriately. d. Part B Adding Covers i. There is much flexibility when it comes to printing, on either side, of the front and/or back
cover. The user designates which side of the cover, if any, is printed on. ii. As for the source document, assuming that we have selected all four cover areas to be print on for simplicity, the first, second, the second from the last, and the last page will be printed on the four cover areas. This is regardless of the number of pages your booklet will entail. If there are not enough pages to print on every page then a blank page will be left in the booklet and the back cover will have the final text. 7. To set up for the cover, select the add cover button which will launch the paper size screen so that you can designate the type of paper and its location. The manual tray may be the easiest for the cover sheets but it is not manadatory 8. Select the start button to begin the process. As with any new project, you may want to print one booklet to make sure it appears as you would like prior to printing a mas quantity. Printing as a booklet 1. Select a printer that has a booklet maker. If the booklet options to the right of the popup are grayed out there is not an attached booklet maker. The booklet maker option will appear in the 1 sided/2- sideded/booklet maker dropdown regardless as it is merely a dropdown field. 5
2. If printing an 8 ½ x 11 booklet, you will need to change the output size to 11x17 which will fold into 8 ½ x 11 booklet size. 6