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

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 halve 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 just might refuse to print at all. With these constant headaches, sometimes you just want to destroy it with a baseball bat and bury it in the field. 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 for putting in a low-quality paper in your machine causing it to gunk up. This is why it becomes very 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 when your machine does eventually go down. While your copier vendor might get you back up when your machine completely breaks down, 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 being 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 to the computer you are trying to print from. In the off chance that the driver you downloaded was corrupted, make sure to reinstall it again and check the manufacturer’s download page for the latest version. If you still have issues troubleshooting the problem, contact your local tech support.

My printer says it’s low on ink…again

Printer ink can get expensive fairly quickly if your business is doing a lot of heavy printing. Unfortunately, most printers won’t tell you how much ink is left in the cartridge. Also, the accuracy of these warning will vary depending on the manufacturer and model. It’s only when your cartridge hits a certain level that it will tell you that it’s now low on ink. This warning will come before the cartridge is actually out of ink. It might not be such a big deal when you are doing a lot of internal documents because you can easily pass this off for another time. But if you are starting a large and important print job, you may want to have an extra emergency 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, which lets users of iOS devices print from their phone just as long as they are in the same Wi-Fi network. If you don’t have an iOS device, most printer makers have released apps so that all mobile devices can print. You can print to a non-Wi-Fi printer just as long as your network has a wireless access point. You will need to use one of the programs that require you to install a utility on a network computer. If you got a recent model, there is a good chance that they might be equipped with a function called Wi-Fi 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.

It’s taking too long to print

To ensure that your Wi-Fi enables printer doesn’t lag when printing, make sure that it’s close to the router. The father 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-line standard) and offer 5GHz band 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 business due to their high speeds, low costs, and crisp text. If you happen to have a quality laser printer, it could be an issue relating to settings. If you are on a draft mode, make sure to switch over to higher 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 to the bottom. Make sure to shake the cartage several times from side to side 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 paper jams don’t happen. One of the most common forms of paper jams happens because of paper misalignment. This is something that is easily overlooked and causes the most frustration 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 over-filling the tray. If you still have problems solving your paper jam, make sure to check the troubleshooting section of the printer’s user manual. When all else fails, contact your copier dealer so they can send a technician to fix it.

Learn More

Ultimately, after a few years of running that printer to the ground, you will need to replace 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 both the Orange County and Los Angeles County area in 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. We also encourage you to take advantage of our free copier upgrade program in case you are currently in an unhappy copier lease and are looking for ways to cut ties with your current copier dealer.

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