Features

Analyse and trim

Print Just 1 can:

  • analyse your email and work out where the current message ends and the unwanted messages begin;
  • identify some disclaimers, warnings and confidentiality statements that you are unlikely to want to print;
  • give you the option of discarding all the unwanted text before printing;
  • count the number of sheets of paper needed to print the whole email and the number that would be left if unwanted text were discarded (Outlook 2007 upwards);
  • count the number of characters in the whole message and the number left if unwanted text were discarded (Outlook 2007 upwards). This is a useful indicator of the amount of ink that can be saved, which can be more significant than the number of sheets of paper saved.

The option to count the pages and characters is turned off by default. This is because it uses Microsoft Word to perform the calculations in the background and this is not always present. Also on older systems the process of counting might slow down the printing process to an unacceptable amount.

Ribbon group or Toolbar

Print Just 1 adds a new ribbon group to Outlook 2010. In earlier versions of Outlook a new toolbar is added.

  • Clicking the Dialogue button analyses the email and presents the Dialogue box for the user to take appropriate action. The form the dialogue box takes depends on whether any potential savings were found.
  • Clicking the Quick Print button analyses the email and prints a single copy to the default printer discarding any surplus text that was found.
  • The options button allows the user to set a range of options controlling the way Print Just 1 works
  • Feedback provides an easy way for the user to contact us at Greenhill Software.
  • Info provides information about Print Just 1 including the version number and access to the help pages on this web site.

Dialogue box - no savings found

If Print Just 1 analyses the email but finds no potential savings then a simple dialogue box is shown that allows the user to select a printer and specify the number of copies to print.

Dialogue box - savings found

If potential savings are found the dialogue box shows the details and the print button becomes green.

If you have the option to calculate savings turned on three extra sections are shown.

  • The Statistics section shows the number of pages and characters found as they are before trimming and as they would be if the unwanted text was trimmed. If your option settings indicate that your printer prints on both sides of the paper then the number of sheets is shown as well as the number of pages.
  • The savings section, with a green background, gives % savings of ink and paper.
  • The Options section allows the user to choose whether or not to trim off the unwanted text before printing.
  • If you have the option to offer Print x Pages turned on then "Print just 1 page " will appear as an extra print option when there is more than one page in the email message. The default is one page but you can select a higher number if appropriate. Using this feature will typically allow some of the first appended message to be printed.

Auto-print attachments

If an email has attachments then an extra section is show in the Print Just 1 dialog box. It contains a tick-box which you can tick to indicate that any Word or PDF documents attached to the email should be printed straight after the email.

Print Just 1 will remember this setting so that if you tick the box but normally use Quick print without the dialog box then any Word or PDF attachments will be printed.

Keyboard shortcuts

There are keyboard shortcuts to the two alternative ways of activating Print Just 1. They are indicated on the ribbon of Outlook 2010.

  • By default CRTL+1 has the same effect as clicking the Print Just 1 dialogue button.
  • By default CTRL+Q has the same effect as clicking the Print Just 1 Quick Print button.

In case you already use these combinations the Print Just 1 shortcuts can be turned off or assigned to other keys.

CTRL+P is the standard Microsoft shortcut to print. Print Just 1 can override this so that CTRL+P activates either the Print Just 1 dialogue box or its Quick Print method.

User Options

The options listed here can all be set or changed from the options dialogue box accessed from the options button on the ribbon or toolbar.

Keyboard shortcuts

The user can reassign the keyboard shortcuts or turn them off.

Outlook commands

Print Just 1 can be set to intercept Outlook's standard print commands including

  • the toolbar buttons
  • the quick print button
  • the context menu print button
  • the file print menu (in versions prior to Outlook 2010)

This can be very useful to ensure the user does not fail to use Print Just 1 simply out of habit.

This option can be set centrally for all users in the company. If it is turned on at the company level the tick box is ticked but greyed out so the user cannot change it.

Calculate savings

If this feature is turned on Print Just 1 will count the number of pages needed if the email were to be printed in full, and the number of characters. If unwanted text is found then the number of pages and characters that would be left after trimming is also counted so savings can be calculated. The user can indicate whether the printer prints on both sides of the paper and the calculations of savings will reflect this.

This option is available with Outlook 2007 and upwards.

This option can be set centrally for all users in the company. If it is turned on at the company level the tick box is ticked but greyed out so the user cannot change it.

Discard points

Besides trimming unwanted previous email messages Print Just 1 can trim other unwanted text such as confidentiality warnings and disclaimers.

It does this by searching the email for any of the text items listed in the discard points grid. Users can add to the list the starting phrase of any such text they regularly receive. Care should be taken not to enter a phrase that might occur in the body of the email that you want to keep.

Print Just 1 searches first for the text as printed than for it in all upper case.

Note for system managers: The Discard Points are stored in the file PrintPage1DiscardPoints.xml which is in the My Documents folder. If you have developed a set of discard points which you want everyone to use simply distribute this file to all users.

Explanation on printouts

By default, Print Just 1 adds a footer to printouts that have been trimmed in order to explain what has happened.

You may decide that this is unnecessary and can turn it off here.

Print on arrival

If this option is turned on a single copy of each email will be printed as it arrives with all potentially unwanted text trimmed off.

Print on send

If this option is turned on a single copy of each email sent will be printed before it is sent with all potentially unwanted text trimmed off.

Print Pages

If this option is turned on a an extra option is added to the print dialogue box when potential savings are found and there is more than one page in the email.

This option requires Microsoft Word to be present on the computer. It is available with Outlook 2007 and upwards.

Treat all messages as read-only

During evaluation this option is OFF by default. This means that when working with messages in the Inbox you can see any trimming take place in the preview pane. Once the printing is done it restores the full text and re-saves the message.

This makes it easier to understand what PJ1 does but does run a risk of problems as the trimmed message has to restored and re-saved, particularly when dealing with messages that are digitally signed. For this reason once PJ1 is licenced the default setting is changed to ON.

Emails in all other folders are always treated as read-only. This means that PJ1 trims and prints a copy of the email rather than the email itself.

If you turn on the option to treat ALL messages as read-only then those in the Inbox will be treated the same as the others - there will be no on-screen preview of the trimming and there should be no problems with trimming, restoring and saving messages.

Once you have changed the option yourself the defaults will no longer apply.

Reset

Here it is possible to delete the registration settings from both the local machine and the central database. This will be useful when a member of staff leaves and the company wants their registration to available for another member.

Company Information

The company contact can log in to the users' area of this web site in order to see the records associated with the company.

The details of the current licence are given and all the users who have successfully registered are listed along with the version of Print Just 1 they are running.

The company contact can set a number of company-level options (see next tab).

If the option to collect savings data is turned on charts are shown to indicate the total amounts and value of the savings made. The date range and the notional cost per page can be set.

The savings are also shown for each user. This enables the relevant person to monitor whether the expected savings are being made by the expected people.

Company options

Options can be set at the company level to ensure that staff are using, or not using, features as decided by the company.

There are two types of company options.

  1. BLOCK access to features the company does not want staff to use
  2. ENFORCE the use of features that would otherwise be optional

Company options are set using Registry keys. Network managers usually have the ability to set Registry keys for their users. This method has great flexibility as you do not have to set the same options for all company members.

The screen-shot below shows the default settings that installing Print Just 1 creates in the HK_Current_User/Software/Greenhill Software/pj1 ready for you to alter.

All the entries are string values. In most cases the word False has been set up as the default.

Block explanation on each printout

The company can ensure that no explanation is printed on any print out. This will increase the savings of ink and, in cases where the explanation spills over onto an extra page, of paper.

Block print attachments

The company can ensure that no user can turn on the print attachments option.

Block print on arrival

The company can ensure that no user can turn on the print on arrival feature.

Block use of Word

The company can ensure that no user can turn the options that require the use of Word, i.e. Print Pages and Calculate Savings.

Enforce All printers are double sided

If all the company's printers print both sides of the paper then turning this option on means that individual users do not need to tick the relevant box in their options for the paper savings to be calculated correctly.

Enforce Collect saving data

The savings data from each user is only sent to the central database if this is turned on.

Enforced Company Footer

The text entered in this setting will be used as for the footer that is printed to replace any text discarded by Print Just 1.

Enforce Intercept Outlook print commands

The company can ensure that this option is turned on for all users making it less likely that they will fail to get the savings from Print Just 1.

Enforce Print Pages is on by default

If this is on then every time the Print Just 1 Print Dialog box is shown the Print Pages option will already be selected.

Enforce prompt before Print on Send

If the user has turned on the Print on Send option then this extra option causes a prompt to appear every time an email is sent asking the user to confirm that it should be printed.

Milli-seconds before printer reset

In a couple of cases there have been problems when printing to a printer other than the Windows default printer. The command to reset the printer is reaching its target faster then the print job being sent. The result is that the print job goes to the default printer rather then printer the user had selected. Enter a number (as text) such as 3000 to cause a delay before the printer is reset. This should allow time for the print job to reach the intended printer before the printer is reset. You may need to experiment with different numbers to find the optimum. The value entered by default is 0.

Enforce the choice of action for the CTRL+P keyboard short cut

The options give the user three choices for the action to be triggered by the CTRL+P keyboard shortcut. Setting the EnforceCtrlP Registry key with one of the following codes will set that action and prevent the user from changing it. By default there is no entry.

  • ol - Outlook's standard printing method
  • pj1 - PrintJust1's dialog box
  • pj1q - PrintJust1's Quick Print method.
Enforce treating all emails as read-only

This turns on the user's option to treat all emails as read-only and does not let her change it. This is a precaution against problems with emails that have digital signature certificates which can be lost if the message itself is processed by PJ1.