Not everything you print in the office is a quick email or meeting agenda. Sometimes, you may need your printer to deliver high-quality print, whether it’s a customer-facing brochure, a design proof, or a report packed with images, line drawings or detailed graphics.
At My Group Printing, it’s our job to ensure that you get the best from your printer and that includes achieving the best possible print quality when it matters most.
If you want your office printer to produce the best possible results for these types of documents, here are some practical tips from our tech team to help you get it right, plus a few things to keep in mind before clicking “Print.”
1. Keep Your Printer in Top Condition
Consistent maintenance is essential for consistent printing. When your office printer is well looked after, it will deliver sharper prints, smoother lines, and more accurate colours.
- Regular servicing helps avoid print quality issues like banding, smudging or faded areas
- Cleaning the print heads or rollers ensures toner or ink is evenly applied
- Firmware updates can also improve print quality or add better handling for graphics and PDFs
If you’re not sure when your printer was last serviced, we recommend speaking to your account manager or contact technical support.
2. Use Manufacturer-Approved Toner or Ink
When it comes to print quality, the consumables you use matters just as much as the printer itself.
- Genuine toner and ink are formulated specifically for your printer model, giving you the best performance, colour accuracy and longevity.
- Compatible or refilled cartridges may be cheaper, but they can produce inconsistent results and, in some cases, may even damage the printer over time.
- For image-heavy or design-focused documents, always stick with the original supplies.
3. Choose the Right Paper for the Job
Paper is often overlooked, but it can make a huge difference to the final result.
- Use heavier paper stock (such as 100–160gsm) for anything visual or presentation-ready.
- For photo-heavy content, coated or glossy paper will give more impact than standard copier paper.
- Avoid using high-end paper for everyday prints to avoid unnecessary costs.
Always check your printer’s recommended media types, using paper that’s too thick or glossy for your model could cause jams or smudges. If you have any questions about what media is suitable for your printer then please contact your service provider.
4. Adjust Printer Settings for Quality
Most printers are set to default for speed and economy, but you can manually adjust the settings to improve print quality.
- Increase DPI (dots per inch) for sharper lines and smoother gradients
- Use the “Best” or “High Quality” mode when printing images or graphics
- Check colour profiles if your printer supports advanced colour settings
Just be aware: higher DPI and better-quality modes can slow down print speed and use more toner or ink, so they’re best reserved for final versions and not drafts.
Here is an example using the Canon C5550
The printer settings can be adjusted by clicking on properties/preferences and changing the resolution. This example below shows the printing preferences for a Canon C5550i. These settings will only be available if you are using the latest print driver.
5. Start With a High-Quality Digital File
Even the best printer can’t improve a low-quality original. If your PDF or image file is blurry, pixelated or compressed, that’s exactly how it will come out.
- Always export or save files at high resolution, 300dpi is ideal for printing
- Avoid screenshots or compressed images, which will lose sharpness on paper
- For diagrams or line drawings, use vector graphics (e.g. PDFs or EPS files) whenever possible for the cleanest lines
A great digital file is the foundation of a great printed result.
Here is an example using Adobe Acrobat.
Before pressing print, advanced settings can be changed in the software that you are using. The example below shows these options in Adobe Acrobat.
6. Understand When Not to Use These Settings
High-quality printing isn’t always necessary — and using advanced settings for everyday jobs can slow down your workflow and increase costs.
- Higher DPI uses more toner or ink.
- Glossy or heavier paper is more expensive.
- Slower print speeds may hold up the printer queue.
For routine internal documents or working drafts, stick to standard settings and plain paper and save the premium options for when it really counts.
Here is an example using a Toshiba printer.
The example below shows how easy it is to switch between settings when printing other documents using a Toshiba e-Studio 6525AC.
7. Take Advantage of Professional Finishing Options
Great printing isn’t just about quality, it is also about presentation. Most modern office printers support a range of finishing features that can give your documents a professional touch.
- Create stapled booklets or folded leaflets directly from your multifunction printer.
- Use A3 paper for posters or diagrams that need more space.
- Print double-sided (duplex) to reduce bulk and save paper.
These features are often just a click away in your print settings, but can make a big difference when presenting work to colleagues, clients and customers.
Not Happy with Your Print Quality?
Your print quality is very important to us. If your printer isn’t quite doing what it should, please give our friendly team a call on 01322 643826, we are here to help.
If your device is getting older or due for renewal and you’re thinking about upgrading, get in touch. You’re welcome to visit our offices and test your prints on one of our devices or simply email your file over and we’ll post you some printed samples to compare.