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The 6 Most Common Office Printer Problems And How To Resolve Them

Trying to resolve a printer issue is one of the most frustrating things people have to deal with daily. With so many moving parts in these machines, one little issue can cause it to break. They usually run through ink too fast, their output quality looks grainy, they may choose to print at a snail’s pace, they will always give you the classic paper jam or they might just refuse to print at all. All these constant headaches sometimes make you want to just destroy the copier with a bat! However, with the right technical expertise and know-how, you can master your companies’ printer issues and overcome them in just a few simple steps.

You have to remember that some of these printing issues happen due to subpar ink or using low-quality paper in your machine. This is why it becomes important to work with a trusted copier vendor that can help you find a piece of equipment that can handle your daily workload and assist you in putting quality parts in when your machine does go down. While your copier vendor might get you back up and running, there are a few things that you can do yourself to minimize downtime.

My printer will not print

If you find that no messages are displayed on the dashboard make sure to check that the printer is still connected via USB or Ethernet cable. Most new printers are now wireless which could be related to a network problem. Make sure that the printer driver and software are installed on the computer you’re printing from. In the off chance that the driver you downloaded is corrupt, make sure to re-install it and check the download page for the latest version. If you still have issues troubleshooting, contact your local tech support.

My printer says it’s low on ink…again

Printer ink can get expensive pretty fast if your business is doing a lot of heavy printing. Unfortunately, most printers won’t tell you just how much ink is left in the cartridge. Also, the accuracy of these warnings will vary depending on the manufacturer and model. It’s only when your cartridge hits a certain level that it will give you a low ink warning. Sometimes this warning will only come when you are actually out of ink, which might not be a big deal if you are only doing internal documents. But if you are starting a large print job, you may want to have an emergency back-up ink cartridge just in case you start running on fumes.

I’m not able to print from my mobile device

Even if your current printer doesn’t support Wi-Fi functionality, you can still print from your mobile device using AirPrint for Apple devices as long as you are on the same wireless network. If you don’t have a compatible device, most printer makers have released apps so that all mobile devices can print. You can print to a non-WiFi printer as long as your network has a wireless access point. You will need t use one of the programs that require you to install a utility on a network computer. If you’ve got a recent model there is a good chance it might be equipped with a function called WiFi Direct, which is a protocol that lets two compatible devices make a direct wireless connection without needing a wireless access point. Android devices can take advantage of this feature as it is part of their operating system. iPhone users will have to wait a bit longer.

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It’s taking too long to print

To ensure that your WiFi-enabled printer doesn’t lag when printing, make sure that it’s close to the router. The farther the distance between the router and the device, the more likely you will experience printer problems. Also, make sure that your router is adequate— it should support 802.11n (although 802.11ac is the new top standard) and offer 5GHz and 2.4 GHz. Wireless extenders or a repeater are two great way to increase performance if need be.

The printed text is coming out low quality

This issue is an easy one to fix. If you own an inkjet printer, there is a high chance that the device’s horsepower is simply not enough for your office needs. A laser printer would be a much better investment as they are used more in businesses due to their high speeds, low costs, and crisp texts. If you happen to have a quality laser printer, it could be a settings issue. If you are on a draft mode, make sure to switch over to a high-quality mode. Be sure that the paper type listed on your screen matches what you are printing on. Laser printers use toner so there might be a good chance that the powder has settled at the bottom. Make sure to shake the cartridge a couple times before putting it back in.

My printer is constantly jamming

With more technological advancements, paper jams are starting to become a thing of the past. However, that doesn’t mean that a jam may not still happen. One of the most common forms of paper jams happens because of misalignment. This is something that is easily overlooked and causes most frustrations for workers trying to get things done. To minimize this issue, make sure to square off the stack of paper before inserting the tray. You also need to make sure that the guides are flush with paper and that you are not overfilling the tray. If you still have problems with jamming, make sure to check the troubleshooting instructions for your printer. When all else fails contact your copier dealer so they can send out a technician to fix it.

Learn More

Ultimately, after a few years of running that printer to the ground, you will need to replace it with a newer and more modern model. This is where you will need to take some time to investigate as printers are an expensive and major investment to your company. Why not work with a local office supply company that can identify a few ways to increase productivity while driving costs down. Compare Business Systems has been around for well over 30 years serving the Orange County, Los Angeles County, and San Bernardino County area for all their office equipment needs. Our Kyocera Copystar models are high-quality printers that were designed to take on any office work environment. We encourage you to reach out to one of our friendly representatives today to find out more about our product line and to see how we can help you make the most of your existing office printer.

Additional Options

We also encourage you to take advantage of our Free Copier Upgrade Program in case you are currently in a copier lease that you absolutely hate and are looking for ways to cut ties with your current copier dealer. Below is a quick link to our page that shows you how our program works for business owners that qualify. Lastly, for all business owners that need to upgrade their desktop printers and want to try a basic lease program that won’t break the bank, we encourage you to check out our copier Starter Business Package Promotion we have going on for this month. If you have any other questions on how each of these programs and promotions works, please make sure to connect with one of our specialists today. 

Free Copier Upgrade Program  Starter Business Package Promotion