6 Common Printer Problems & Solutions for Your Office

Are you having an issue with your office or home printer? In many cases, we’ve found that there might be an easy solution to getting your printer back in order. Next time you can’t print something, keep these common printer issues and solutions in mind!

6 Office Printer Problems with Easy Fixes

In many cases, printing problems can be solved with attention to the printer’s settings or system. Fixing common printer problems like misaligned paper and low-quality toner settings is simple with troubleshooting. Some of the common problems we have encountered with printers are:

1. Slow Printing Speed
2. Running Out of Supplies Quickly
3. The Dreaded Paper Jam
4. No Printer Connection
5. Low Printing Quality
6. Blurry Printing

1) Slow Printing Speed

Printer speed is a crucial factor in maintaining productivity in any office environment. When printers run slowly, it can lead to frustration and delays in completing essential tasks. Fortunately, several common issues can cause a printer to operate at a sluggish pace, and there are various troubleshooting steps you can take to address them:

• Add More Memory to Printer: Increasing the printer’s memory helps it work faster with larger print jobs.
• Update the Printer Driver: Printer drivers can become damaged in power outages and computer viruses. Most printers need the latest driver to work properly. Downloading and installing the newest printer driver can resolve these problems.
• Use Fast Draft Mode: Fast draft mode uses less ink. This mode is beneficial when you are looking for quantity rather than quality.
• Print from Another Device: If many people are printing from one device, try using a different one to not overwhelm the printer.

If a printer is over five years old and causing delays, it may be a sign to budget for a new printer. By fixing these common problems, you can make your office printer faster and more efficient. Whether it’s adding more memory, updating drivers, changing settings, or trying a new device, taking these steps can boost productivity in your workplace.

2) Running Out of Supplies Quickly

Replacing the ink or toner cartridges is convenient and inexpensive. It seems that we are forever putting off buying new supplies. By the time we take a trip to the store for more paper, it is time to replace the ink cartridges. A few tricks to try when printers run out of supplies quickly include:

• Sometimes, the default print settings use more toner than it needs. Select the printer settings to adjust the amount of toner used.
• Use a thinner font instead of the blocky fonts to use up less ink. 
• Print in black and white instead of in color.
• If the printer frequently runs out of paper, try using double-sided printing to reduce the need for refills. 
• Encourage the use of office printers to be for work purposes only and not for personal use. 

Depending on the size and printer load of your office, partnering with a managed print service provider may be an advantage to you. We’re proud to offer a range of managed print services including automatic meter readings, replacement toner and supplies (except paper & staples), and technical support. It’s our goal to provide you with the very best service at the very best price so that your office stays functioning long-term.

3) The Dreaded Paper Jam

Paper jams are among the most common mishaps with printers. A printed page can get caught in the printer and even cause damage. This might happen for several reasons including: 

• Low-quality paper: This could be because of the type of paper. Thin paper can cause jams. Buy thicker, better-quality paper to avoid this issue.
• Paper misalignment: Try removing the paper from the tray and replacing it, making sure the stack is neat and centered in the tray.
• Rough handling: Printers are delicate and only some people handle it with the same care that they might handle on their smartphone or laptop. Teach your staff to be gentle when using the printer as slamming the doors and flats will eventually harm it.
• A lack of proper maintenance: When was the last time the office printer was cleaned? Just like our laptops, printers sometimes need to be cleaned, restarted, and reset. Without maintenance, printers are more likely to have paper jams.

4) No Printer Connection

Sometimes, the printer just won’t print. Why? It may be an issue with its connection. This could be because the printer drive is not up to date or the printer and the computer are not on the same network.

To troubleshoot and resolve printer connection issues, follow these steps:

• Check Wi-Fi Printing Connection: Verify that both your printer and the device are connected to the same Wi-Fi network. If they’re not, reconnect them to the correct network.
• Update Printer Drivers: Ensure that the printer drivers on your device are up to date. You can typically download the latest drivers from the manufacturer’s website or automatically update the driver provided by the system.
• Restart Devices: Sometimes, restarting both your printer and the device sending the print job can resolve connectivity issues by refreshing their connection to the network.
• Troubleshoot Network Settings: If you suspect network misconfiguration, double-check the network settings on both your printer and your device. Consult the printer’s manual or the manufacturer’s support resources for guidance on adjusting network settings.

By addressing these common causes of printer connection problems and following these troubleshooting steps, you can restore connectivity and resume printing without further interruption.

5) Low Printing Quality

Low quality? It is possible that your printer is not the issue. This could be because not all paper is the same and one kind may print better. Or, it could be because of manufactured toner cartilages that can produce lower quality results. If the printer has all its original parts and good paper, but still prints poorly, try these steps to fix it.

• Remove and gently shake the toner cartridge. 
• Check that the printer is not running in draft mode.
• Clean the ink nozzle and print heads.

Beware that printers are susceptible to hackers, so be careful when choosing cartridges and other outside-brand equipment. If all else fails, this could be due to the printer model. If the printer is older or of poor quality, it may be time to find a new printer. If high-quality printing is a primary concern for you, consider investing in laser printers that are specifically designed to print fine fonts. Upgrading to a better printer might be just what you need!

6) Blurry Printing

Similar to low-quality printing, a printer that prints blurry or skews images can be frustrating. This is quite likely the result of misaligned print heads. When your printer’s print heads are not properly aligned, it can affect the accuracy and clarity of the printed output. Here are some steps you can take to realign print heads and address alignment problems:

• Utilize the Printer’s Built-in Alignment Tool: Many printers come equipped with a built-in alignment tool. This tool is typically accessible through the printer’s settings or maintenance menu. By following the instructions in the settings, you can realign the printer heads for optimal alignment.
• Manually Adjust Print Head Alignment: In some cases, you may need to manually adjust the print head alignment to ensure precise printing. This can usually be done through the printer’s control panel or software interface. Find the print head alignment settings and follow the instructions to adjust the alignment manually. This may take a few tries until the printed page appears sharp and accurately aligned.
• Clean the Print Heads: Over time, print heads can become clogged or contaminated with ink residue leading to alignment issues. To address this, you can clean the print heads to remove any buildup that may be interfering with alignment. Consult the printer’s manual for instructions on how to clean the print heads. 

By following these steps to realign print heads and address alignment problems, you can ensure that your printer produces clear prints without blurriness. Regular maintenance and alignment checks can help prevent these issues and maintain consistent print quality over time. If alignment problems persist, consider consulting a professional technician or contacting the printer manufacturer for further assistance.

Find a Problem-Free Printer for Your Office

In reality, few of us have the time to fiddle with a problematic printer. Office printer problems shouldn’t keep anyone from the more important tasks at hand. At Tech Wise Office Solutions, we offer high-quality, problem-free printers that will not only save time but also money.

Connect with us to find the best printer for your needs!