2. Match Your Printer Settings to Your Paper

One of the easiest printing mistakes to make happens before you ever hit Print.

Most printers allow you to select a paper or media type in the print settings. This tells the printer what kind of sheet is being used so it can adjust how the paper moves through the machine and, depending on the printer, how ink or toner is applied.

If you’re printing on cardstock, labels, envelopes or heavier specialty paper, don’t leave your printer set for standard copy paper.

Before printing:

• Paper/Media Type — Select the appropriate paper/media type for the paper you’re using.
• Paper Size — Make sure the paper size in your printer settings matches the sheet loaded in the tray.
• GSM or Paper Weight — Check whether your printer has a recommended weight range for each tray listed in GSM or paper weight characteristic (Lightweight, Midweight, Heavyweight, etc.). This is the single most important setting you can make to ensure the text/image is applied to the paper properly.
• Manual or Bypass Tray — Use the manual or bypass tray when recommended for heavier or specialty papers.
• Test Sheet — Print a test sheet before running a large quantity.

Expert Tip

Your printer’s user manual is one of the best resources for determining the paper weights, sizes and types your particular printer can handle.

3. Pay Attention to Paper Grain

Paper has a grain direction, just like wood. For many everyday printing jobs you may never notice it, but grain becomes increasingly important when paper is folded, bound or run through certain printing and finishing equipment.

Paper generally folds more cleanly with the grain and is more resistant to cracking along the fold.

Grain direction can be especially important for:

• Brochures and Folded Pieces
• Greeting Cards
• Booklets
• Professional and Craft Bookbinding
• Heavy Paper and Cardstock
• Scored Projects

Want to know why?

Visit our Paper Grain Guide for a closer look at how grain direction affects paper.

4. Use the Right Paper Tray

Your printer may have more than one way to feed paper, and the tray you choose can matter.

Standard paper trays are typically designed for everyday paper, while a manual feed or bypass tray may provide a straighter paper path for cardstock, envelopes, labels, perforated paper and other specialty media.

A straighter path can reduce bending and help heavier or specialty sheets move through the printer more reliably.

Expert Tip

Always check your printer manufacturer's recommendations before using specialty paper.

5. Fan Paper Before Loading

Before loading a stack of paper into your printer, gently fan the sheets to help separate them.

Paper can sometimes cling together because of static, pressure or environmental conditions. Separating the sheets can help reduce multiple-sheet feeds and paper jams.

This can be particularly helpful with:

• Perforated Paper
• Specialty Paper
• Cardstock
• Stored Paper

Expert Tip

After fanning, square up the stack before placing it into the printer tray.

6. Store Paper Properly

Paper reacts to its environment. Changes in temperature and humidity can cause sheets to curl, wave or absorb moisture, which can affect both printing and feeding.

For best results:

• Proper Storage — Store paper in a clean, dry, climate-controlled area.
• Original Packaging — Keep unused paper wrapped in its original packaging whenever possible.
• Flat Storage — Store cartons and reams flat rather than on their sides.
• Temperature Control — Avoid areas with excessive heat, cold or humidity.
• Dark and Dry — Keep paper away from direct sunlight and moisture.
• Acclimate to Environment — Allow paper that has been stored in a significantly different environment to acclimate to the printing area before use.

Why paper storage matters?

Proper storage helps protect both the appearance and performance of your paper.

7. Take Advantage of Double-Sided Printing

Printing on both sides of a sheet—often called duplex printing—can reduce the amount of paper needed for many projects.

It’s particularly useful for:

• Reports
• Manuals
• Booklets
• Handouts
• Training Materials
• Internal Documents

Check your printer settings and enable two-sided or duplex printing. Most printers have this setting built-in.

Expert Tip

For double-sided projects, consider a paper with enough weight and opacity to minimize show-through. A 24 lb./60 lb. Text sheet or heavier is often a better choice than standard 20 lb. copy paper when appearance matters.

8. Proof Before You Print

A few seconds spent checking your file can save an entire stack of paper.

Before starting a large print run:

• Review — Review spelling, dates and contact information.
• Confirm — Confirm the correct paper size and page orientation.
• Check — Check margins and page breaks.
• Preview — Use Print Preview to catch formatting problems.
• Correct — Make sure the correct printer and paper tray are selected.
• Test — Print one test copy and inspect it before printing the full quantity.

Why proofing matters?

This is especially important when printing on specialty, custom-cut, perforated or higher-cost papers.

9. Keep Your Printer Clean and Maintained

Even the right paper can’t compensate for a printer that needs maintenance.

Print quality issues can be caused by:

Paper dust, toner and other debris can accumulate inside a printer over time and contribute to poor print quality, feeding problems and paper jams.

Follow your printer manufacturer’s maintenance recommendations, including cleaning accessible rollers and replacing ink, toner or maintenance components when needed.

Expert Tip

If you’re suddenly experiencing feeding or print-quality problems with a paper that previously worked well, your printer may be worth checking before blaming the paper.