It’s Murphy’s Law. Your printer will break down at some point. Typically at the moment, you need it most! And while having a high-quality, functioning printer is critical in a business setting, we only feel how vital they are when malfunctioning. The good news is that most printer-related issues can usually be resolved with a few quick do-it-yourself troubleshooting tricks without waiting for a service technician to arrive. So before you wonder whether it’s time to get a new printer, give these 7 tips a try the next time you run into an issue with your printer.
#1 Paper Jam Issues
Paper jams in a printer are the most commonly faced issue that occurs within the workplace and typically occur when paper gets stuck in the printer while printing – causing the printer to stop functioning. When your printer reports a paper jam, there are a few potential culprits, but the main one is misaligned paper in the tray. Following these few steps should do the trick.
- Switch off the printer to ensure it doesn’t resume printing while you’re removing the jam.
- Open the printer cover and unlodge any paper preventing the smooth functioning of your printer.
- Look for any small pieces of paper that may be stuck inside the printer and remove them as well.
- Close the printer and plug it back in. Try printing again to see if the problem has been resolved.
Alternatively, you can ensure the continued smooth running of your printer by completing simple maintenance tasks such as wiping off dust and checking for loose toner if there are no visible jams.
#2 Issues With The Toner Cartridge
Faulty toner cartridges can lead to poor-quality documents and cause quite a bit of frustration. And while it may not always generate an error message on your printer, smudges, faded type, and poor image quality indicate a cartridge problem. Spotting a bad cartridge does not require special tools or the technical know-how to disassemble and reassemble your printer. Once you’ve double-checked that the paper in your tray matches the type chosen within the settings, a quick look to ensure the cartridge isn’t damaged and running a few print cycles should do the trick. If the issue continues to persist, you may need to replace the cartridge, though.
#3 Issues With Your Printer Drum
Regular maintenance is essential for any office equipment, including printers. This includes replacing printer drums. Drums play a crucial role in producing high-quality prints by accurately placing the toner particles onto the paper. Experiencing any of the following issues could be a sign that there’s an issue with your printer’s drum:
- Lines or streaks on printed pages: If you notice lines or streaks on your printed pages, it could be a sign that the drum is damaged or dirty.
- Faded or light print: If the print on your pages is faded or light, it could be a sign that the drum is not functioning properly.
- Error messages: Many printers will display an error message if there is a problem with the drum.
To resolve these issues, double-check that all your toner cartridges are in good condition, that the ink has not dried up, and that there is no dirt or residue build-up on them. In addition, making sure that you have the latest firmware for your printer can sometimes resolve issues with the drum.
If you are unable to resolve the issue, it may be best to contact the manufacturer or professional repair service for assistance.
#4 Printer Driver Issues
Your printer driver is a piece of software that allows your computer to communicate with your printer. It translates the data that you send to your printer into a form that your printer can understand and use to produce a printed page. The communication link between your printer and computer is a crucial one, and any interruption to that link can cause a host of problems, such as your printer not being able to print in color or at all.
You can troubleshoot driver issues with these 3 simple steps:
- Make sure that you have the latest version of the printer driver installed on your computer. It’s best to check the manufacturer’s website for updates, but you can also use the Windows Update feature to check.
- If updating the driver does not fix the issue, you may need to uninstall the driver and then reinstall it. To do this, go to the Devices and Printers section of the Control Panel, right-click on your printer, and select “Remove device.” Then, install the driver again using the installation software or instructions provided by the manufacturer.
- Use the built-in troubleshooter: Windows has a built-in troubleshooter that can help you diagnose and fix problems with your printer. To access it, go to the Control Panel and search for “troubleshoot.” Click on “Hardware and Sound” and then select “Use a printer.” Follow the prompts to troubleshoot your printer.
#5 Your Printer Isn’t Grabbing Paper
If you’re having trouble with your printer not grabbing the paper, it might just need some TLC in the form of a good clean. The rollers that feed the paper through the printer can become dirty or damaged over time, which can cause paper-feeding issues. Clean the rollers with a lint-free cloth; if they are damaged, they may need replacing. But before jumping straight into pulling out and cleaning the rollers, ensure you’ve covered the basics by checking that the paper tray isn’t empty and has been properly installed into the printer.
#6 Your Printer Is Printing The Wrong Colors
There’s nothing worse than printing a presentation (in color) ahead of an important meeting and it coming out in washed-out dull colors. There are several reasons why your printer might be printing in the wrong colors, and the good news is most have simple resolution steps.
Firstly, check the color settings in your printer software and make sure that they are correct. You can usually access the color settings by going to the printer properties or preferences in the printer software.
If the settings seem right, your ink or toner levels may be low or empty. Check and replace any cartridges that are running low on ink or toner levels.
Lastly, if the printer isn’t properly calibrated, it could cause color printing issues. You can try recalibrating the printer by following the instructions in the printer manual that came with your printer.
#7 Annoying Slow Printing
If you notice your printing is slower than usual, it might be due to your print spooler. Think of a print spooler as a traffic controller that manages the flow of print jobs sent to a printer. The print spooler accepts the job and sends it to the printer’s queue, where it waits to be printed, when you click “print” on your computer.
If the printer spooler keeps stopping, it can cause printing issues and prevent you from being able to print. Most spooler-related issues can be resolved by turning your computer off and on and resending your request to the printer (but always save your documents before starting this process!).
This should work in most cases, but if it doesn’t, you may need a more technical fix that requires consulting the printer manual or contacting your IT provider.
Still, facing issues after troubleshooting?
The above represent the 7 most common issues our customers (and you) are likely to face with your printer. And while most have quick fixes, occasionally, outside help is needed to resolve your printer issue.
At Flynn’s Office Solutions, we’ve been helping businesses with their printing needs and keeping their printers operational. So, if you’re still facing issues with your printer or want to talk to an expert about your printing needs, contact us via the methods below.
