how to print from sharepoint and why you should consider using cloud-based document management systems

In today’s digital age, where businesses increasingly rely on cloud-based solutions for document management, the ability to seamlessly print from SharePoint becomes even more crucial. Whether you’re an IT professional, a business owner, or simply someone who frequently works with shared documents, understanding how to print from SharePoint effectively can significantly enhance your productivity and collaboration capabilities. This article delves into various methods and considerations for printing from SharePoint, highlighting both the technical aspects and the strategic benefits of utilizing this feature within your organization.

The Basics of Printing from SharePoint

Printing directly from SharePoint involves leveraging its built-in functionality, which allows users to generate PDFs, print web pages, and export documents in various formats that can be easily printed. To initiate this process, one must navigate to the desired document or page within SharePoint, then click on the “Print” option available in the ribbon at the top of the screen. Alternatively, users can right-click on the document and select “Print” from the context menu. These steps are straightforward but may vary slightly depending on the version of SharePoint being used.

Why Cloud-Based Document Management Systems Are Essential

Cloud-based document management systems like SharePoint offer numerous advantages over traditional local file storage. One of the most significant benefits is the ability to access documents from anywhere with an internet connection. This flexibility is particularly advantageous when team members are distributed across different locations or time zones. Additionally, cloud-based systems often come with advanced features such as version control, collaboration tools, and security measures, which help maintain document integrity and protect sensitive information.

Advanced Techniques for Efficient Printing

While the basic method of printing from SharePoint is sufficient for many use cases, there are several advanced techniques that can optimize your workflow further:

Using Print Preview Mode

One effective strategy is to utilize print preview mode before initiating the actual print job. This feature allows users to review their document layout, adjust margins, and even preview the print output without making any physical copies. By ensuring everything looks correct in the preview, you can avoid potential errors and wasted paper.

Customizing Print Settings

SharePoint offers extensive customization options for print settings. Users can specify the number of copies, duplex (double-sided) printing, and even choose specific pages to print. For instance, if you need to print only certain sections of a lengthy report, setting up custom page ranges can streamline the process significantly.

Automating Print Jobs

For organizations with large volumes of printing, automating print jobs can save considerable time and effort. Many SharePoint environments allow integration with external print servers or printers, enabling batch printing of documents from SharePoint libraries. This automation ensures that documents are sent to the correct destination efficiently, reducing manual intervention and improving overall efficiency.

Conclusion

Mastering the art of printing from SharePoint not only enhances your productivity but also aligns with modern business practices that prioritize cloud-based solutions. By employing advanced techniques and leveraging the full potential of SharePoint’s printing capabilities, you can streamline your workflow, reduce costs, and improve collaboration among team members. Whether you’re a small business looking to streamline internal processes or a large enterprise aiming to enhance global communication, understanding how to print from SharePoint effectively is a valuable skill to possess.

Related Questions

1. How does SharePoint compare to other cloud-based document management systems?

   • SharePoint offers robust collaboration features and integrates well with Microsoft Office applications. However, other systems like Google Drive or Dropbox might excel in terms of ease of use and additional productivity tools.

2. What are some best practices for managing print jobs in SharePoint?

   • Implementing print preview mode, setting up custom page ranges, and utilizing automation tools are key best practices. Regularly reviewing and optimizing these settings can lead to more efficient workflows.

3. Can I print from SharePoint without leaving the browser?

   • Yes, many SharePoint environments support direct printing without requiring users to switch to a separate application. However, the availability of this feature depends on the specific version of SharePoint and its configuration.

4. Is it possible to print from SharePoint on mobile devices?

   • While direct printing from mobile devices isn’t always supported out-of-the-box, many SharePoint implementations provide mobile apps that enable users to access and print documents from their smartphones or tablets.