15 Common Printer Problems and Solutions

Printers are vital tools in professional and personal environments, serving as indispensable companions in the digital age. Despite their significance, printers are not immune to issues that can disrupt workflow and cause frustration. It is used regularly in commercial setups.

From paper jams to connectivity glitches, encountering printer problems is almost inevitable. However, with our knowledge of common issues and their solutions, users can effectively troubleshoot and resolve these challenges, minimising downtime and maximising productivity.

Here, we will explore 15 common printer problems and solutions to help people navigate easily. Understanding these troubleshooting techniques will empower you to conquer printer woes and keep your printing tasks running smoothly.

15 Common Printer Problems and Their Solutions

Printers have a tough job. They have to handle individual sheets of paper and carefully deposit ink in the right places, which is pretty complicated. But there are some things you can do to help your colour printer work better and make your life easier!

Here are 15 printer glitches and fixes for you-

1. Paper Jams

These are a big hassle with printers. They are one of the MOST common printer problems and solutions. It happens when paper gets stuck inside the printer rollers or feeding system.

It usually occurs because-

• the paper size does not match the tray setting
• the paper is not loaded properly
• there is dust on the rollers
• the roller gears are not pressing right
• the paper edges are uneven
• the paper setting is wrong

People try to pull out the stuck paper when a jam arises, but it worsens things. Sometimes, tiny bits of paper can get stuck in different printer parts, causing more problems.

Solution

• Use good quality paper according to the manufacturer’s specifications.
• Ensure proper paper management.
• Keep an eye on the feed limit.
• Watch the tray indicators for overload.
• Keep the printer clean and unclogged.

2. Offline Printer Indication

Is your printer showing offline when urgent work comes up? Discovering that your printer is offline when you urgently need to print can be exasperating. There are a few reasons why this might happen.

Sometimes, it is as simple as the printer being unplugged or having minor internal issues. Other times, it could be because of technical problems like disconnected cables, problems with the router, or running out of ink. Even software issues like interrupted connections or wrong settings in your computer’s drivers can cause the printer to go offline.

Solution

• Ensure all connection points between the printer and computer are plugged in firmly.
• If the connections seem fine, but the printer still does not respond, delve into the settings.
• Confirm that all necessary ports are open and accessible.
• Check if any firewall permissions are granted for proper communication.
• Software update checking of both printer and computer
• Engage in troubleshooting steps to pinpoint the issue.

3. Low or Empty Ink Cartridges

Many common printer problems and solutions stem from low or empty ink cartridges. It can be frustrating when you are in the middle of a print assignment and don’t see anything or just faded prints. While no one can predict when the ink will finish, keep a stock beforehand.

Several factors cause this issue, like improper handling, low-quality cartridges, and incorrect installation. It is vital to take time to examine and troubleshoot the problem before replacing it. You will save time and money on unnecessary replacements.

Solution

• Ensure correct ink cartridges are there in the printers.
• Run cleaning cycles to improve its condition.
• If issues persist despite adjustments, consider buying new ink cartridges.
• Consult the printer user manual for safe instructions on changing cartridges.

4. Slow Wi-Fi Printing

We have come so far in terms of technological advancements. But despite the several modern upgrades of contemporary printers, you may still experience slow Wi-Fi prints. It can pose huge problems when there is a deadline to commit to.

Identifying the root of the problem may do some good. Factors that start slow Wi-Fi can be weak or unreliable internet, poor network bandwidth, multiple office employees using the machine simultaneously or outdated drivers. If you want to check the internet speed, there are some online internet speed tools to study from. Try it to test the speed of your Wi-Fi.

Solution

• Start the Wi-Fi to see if it is strong enough. If not, move it closer or consult an ISP.
• See if it is compatible with the newest software.
• Check for any extra devices (computer, phone, tablet) within the same network. They may use more bandwidth.
• Call the technician if nothing works.

5. Overloaded Queue

A loaded queue happens when there are too many printing assignments at once. It can make the printer freeze up and not work appropriately. When this occurs, all the printing jobs get stuck in a line, waiting for the printer to handle each separately.

It’s like having too many people waiting in line to use a single bathroom- it slows everything down until each person gets their turn. The pressure becomes real, and the system malfunctions.

Solution

• Remove any unnecessary print jobs from the printer queue.
• Restart the printer if needed to refresh its system.
• Keep the printer actively monitored to catch problems early and fix them smoothly.
• For more help, refer to the printer manual or call technical support.

6. Nothing is Printing

Whether you choose the best laser printer for small businesses or inkjet printers for big ones, this problem may occur anywhere. You can try a few things if you encounter printer errors or lost print tasks.

But before you print multiple copies of your document, ensure you have chosen suitable print settings. It is important to double-check this, especially before sending various copies to another device. Some printers can talk back to your computer.

If there is a problem, you might get a warning message before you walk over to the printer and find nothing waiting for you. These warnings usually tell you what is wrong and give you tips on how to fix it.

Solution

• Switch on and off to your printer, and it may start working again.
• Look for warning signs and try the solutions given by the computer.
• Call an expert to examine the machine if no solutions work.

7. Printer Driver Trouble

Printers are essential tools for commercial purposes nowadays. Yet, they can encounter one common printer driver issue. It occurs when the software that allows the printer to communicate with the computer becomes incompatible with the hardware or the software it is supposed to work with.

Manufacturers regularly update printer drivers to adapt to evolving technology. However, these updates can sometimes cause compatibility problems. If the wrong driver gets installed, it can lead to various issues.

For instance, the printer might produce prints of lower quality than expected or need to be revised. So, ensure the correct driver is installed to maintain optimal printer performance.

Solution

• Get the latest version of the printer driver installed on your device to prevent potential issues
• Ensure optimal printing performance.
• Check the system regularly to identify any available driver updates and avoid interruptions.
• Maintain your system properly and regularly.
• Ensure there are correct drivers for smoother performance.

8. MFP Won’t Scan Anymore

When a multi-function printer (MFP) suddenly stops scanning, it becomes annoying and costs time and money. The main reason for this problem usually has to do with something called the scanner driver.

It is similar to special software that helps your computer talk to the scanner part of the printer. If the scanner driver is old, set up wrong, or must be installed correctly, it can stop the scanner from working correctly.

So, if your MFP is not scanning as it should, the first thing to check is the scanner driver to see if it needs updating or fixing.

Solution

• First, try restarting the printer to see if that fixes the problem.
• Ensure that your MFP driver is up-to-date and properly configured.
• If the issue persists, try updating the driver yourself. Ensure downloads from a trustworthy source, as bad drivers can cause more problems.
• If none of the above steps work, consider buying a new printer. Repairing an old model can cost more than getting a new one.

9. Poor Print Quality

The printing quality is one of the most common printing issues every office faces. The quality of the print results depends on various things like ink, toner cartridge, and printing machine brand. Ink cartridges are in inkjet printers containing liquid, while the toner cartridges are in laser printers with powder.

If printers use ink cartridges and result in faded colours, there is a possibility that the ink has dried and needs replacement. Paper quality also affects the print quality.

Solution

• Replace the ink or toner cartridges to ensure optimal print quality.
• Use the correct type and quality of paper suitable for your printer.
• Regular maintenance (cleaning the printheads or adjusting printer settings) may help improve print quality.
• Refer to your printer booklet for specific maintenance instructions for further solutions.

10. Printer Is Unresponsive

Sometimes, when you try to print something, you wait more than usual. The printer does not respond at all. It might not make any noise or show any lights. It could happen for various reasons, like a loose connection between the printer and the machine. A paper jam could create this trouble or even be out of paper or ink.

These instances could be harrowing in a commercial environment, leading to missed opportunities, deadlines and lower company productivity.

Solution

• Check if all the cables are plugged in correctly. Ensure there is enough paper and ink, and clear any paper jams.
• If it still does not work, you might need to restart the printer or troubleshoot further.
• Switch all the machines on and off and then see.
• Call a printer expert if none of the above works. You might need to replace the machine.

11. Mobile Printing Issues

Isn’t printing directly from your iPad, iPhone, or Android device convenient? However, connecting your printer wirelessly to your device can be tricky and varies depending on the printer brand.

Even if there is an app for your printer, differences in software might make it hard to connect. If you are having trouble, simply downloading or deleting apps won’t fix issues with the wireless printer connection.

Solution

• Check if the Wi-Fi works correctly before connecting your mobile device to the printer.
• Each printer brand may have a separate process for wireless printing. Follow the instructions provided by your printer manufacturer.
• If trouble prevails, try troubleshooting your printer and mobile device connections.

12. Clogged Printheads

If you use the printer occasionally, sometimes the ink in your printer head dries and leads to clogging. When you see lines, streaks or bands on your printouts, or if some parts of your document have lighter prints. It could also indicate that it is time to clean your printhead.

A clogged printhead may trigger the change cartridge signal on your printer or prevent ink from making its way onto the page. Unclogging your printer head can be messy and tedious, but maintaining your printer to avoid clogs is easy.

Solution

• One can clean the microscopic dust particles in a jiffy by cleaning the printer frequently with a paper towel or printer display screen.
• Only ink cartridge printers with an incorporated printhead can use paper towels.

13. Printing Command Sent To Another Printer

Sometimes, when you hit the print button, your document starts printing on a different printer than you intended. It can be infuriating and confusing, especially in busy office environments.

It may happen because of setting issues, or the command from your end may be wrong. It can also occur because of network problems, compatibility errors or simply un-updated software.

Solution

• Check the list of available printers before sending the print job.
• Set the printer commonly used as the default printer to avoid accidental selections.
• Inspect the connection of both printers, as they may be connected to the same network.
• Update or reinstall the printer drivers on your computer for compatibility.
• Double-check printer settings, such as paper dimensions and orientation.
• Contact your IT unit or printer manufacturer for additional help.

14. Text That Looks Weird

You must have come across bizarre-looking text when printing a document. When you print documents, the text might appear strange or distorted. It can include uneven or blurry letters, odd symbols, or inconsistent spaces between words.

Odd-looking texts can make your documents easier to read and affect the overall quality of your prints. This issue can arise due to various factors, such as incorrect font settings, outdated printer drivers, or issues with document formatting.

Solution

• Check the font setting of your computer. See if it is compatible with your software and printing device.
• Update your printer drivers to the latest version available. Outdated drivers can sometimes cause printing issues.
• Double-check the formatting of your document.

15. Wrinkled Paper

Another common printer problem and solution is wrinkled papers! Sometimes, when you print something, the paper comes out all wrinkled. It can happen because the rollers in the printer that pull the paper through are old and worn out. When the rollers do not work smoothly, they can cause the paper to stick or get jammed, resulting in wrinkles.

Other reasons for wrinkled paper include high humidity in the printing environment, using old or worn-out paper trays, or problems with the fuser assembly, a part of the printer that helps bond the ink or toner to the paper.

Solution

• If there is a damaged paper stock, do not use it.
• Have a new worn-out tray
• Upgrade the paper quality. Low-quality papers are susceptible to humidity.
• If there’s an issue with exit rollers or fuser assembly, it would be wise to call a technician.

Reduce Common Printer Problems Using These Tips

Any electronic gadget needs proper care and maintenance. It helps reduce common issues in a commercial setup. Take a look at the following tips to create an efficient printer and an efficient workplace.

• Keeping A Clean Printer

Dust and debris can mount inside the printer, leading to paper jams and smudged prints. Clean the exterior and interior of your printer with a soft, dry cloth to prevent these issues regularly.

• Use High-Quality Paper

We understand you want to save money, but at what cost? Low-quality or incompatible paper can cause paper jams and poor print quality. So, invest in a good-quality paper suitable for your printer type and intended use to avoid such problems.

• Storing paper Properly

Disorganized paper storage can lead to moisture absorption, paper jams, and print quality issues. Store the paper in a cool, dry place and avoid extreme temperatures or humidity exposure.

• Updating The Printer Driver

Nowadays, one should update all the gadgets frequently. Outdated printer drivers can cause compatibility issues and malfunctions. Check for updates regularly and install the latest drivers to ensure smooth operation.

• Manage Print Queues

You know how overloading a brain with information can create exhaustion? It is the same for printers, too. Large print queues can slow down your printer and increase the likelihood of errors. Monitor and manage print queues regularly to remove unnecessary print jobs and prioritise important ones.

• Use Genuine Ink

Did you know that counterfeit or low-quality ink cartridges can damage your printer and result in poor print quality? Always use genuine ink cartridges recommended by the printer manufacturer to maintain optimal performance.

• Adjust Printer Settings

Incorrect printer settings sometimes lead to printing problems such as smudges or faded prints. Take the time to review and adjust printer settings such as paper type, print quality, and colour calibration to achieve the best results. If you face difficulty, call a technician to solve the issue.

• Overloading Paper Trays

Overloading paper trays may cause misfeeds and paper blockages. Only load the paper tray with the appropriate amount of paper specified by the printer’s capacity to prevent these issues.

• Monitor Ink Levels

Running out of ink during a print job can be frustrating and wasteful. Watch the printer’s ink levels and replace cartridges promptly when necessary to avoid interruptions.

• Sufficient Ventilation

Have you ever touched a printer and felt its heat during operations? To avoid damage, ensure good ventilation around it. Avoid placing it in an enclosed space or near any heat source. It may overheat and malfunction.

• Power Cycle Your Printer

If you encounter persistent issues, try power cycling your printer by turning it off, unplugging it from the power source, waiting a few minutes, and then plugging it back in and turning it on again. This simple step often resolves minor glitches.

• Protect Against Power Surges

Power surges can damage your printer and other electronic devices. Use surge protectors or uninterruptible power supplies (UPS) to safeguard your printer against power fluctuations and ensure uninterrupted operation.

• Read the User Manual

Lastly, familiarise yourself with your printer’s user manual for specific troubleshooting tips and maintenance instructions provided by the manufacturer. Following these guidelines often helps prevent and resolve common printer problems effectively.

You can reduce the occurrence of common printer problems and enjoy smooth and hassle-free printing experiences by following these simple tips.

How Can Managed Print Services Help You?

Printing is an essential process in several businesses around the world. However, various firms approach printing differently. How you make use of it affects its cost and responsibility levels. A managed print service is something you could think about.

Here’s how it can help you-

• Print Solution According To Your Needs

Ensuring your print solution matches your requirements is crucial. Such services are good at fixing typical printer issues. While your IT team could assess your printers, it might not be the most efficient use of their skills. Instead, opting for Managed Print Services (MPS) providers is beneficial. They are experts in optimizing print fleets for printing, scanning, copying, and faxing, regardless of fleet size.

• Less Cost, Less Space

Personal printers can be more expensive and inefficient than businesses understand. They often need special cartridges, which can be tricky to buy and keep track of. Plus, they can pose a significant cybersecurity threat.

Managed Print Services (MPS) providers will carefully assess personal or local printers and only suggest keeping them if necessary for your workplace. Lowering personal printers can free up desk space and lower expenses on supplies and energy.

• Streamlined Printer Placement

Imagine taking long walks to print a few critical pages. It may not serve well for you and the business. Most of us do not want to waste time doing so. It’s essential to have printers in convenient spots so people can print easily.
• Hence, managed printing services create a free-flowing space. Putting printers where more employees can easily use them helps save money. It makes work go smoother and helps everyone get more done.

• Spotting Inefficient Devices

Inefficient printers bore higher hidden costs. Managed print service providers know common printer problems and how to fix them. It assists you in identifying the underperforming machines and getting a substitute for a better one. Managed printing services help your business goals and printing history to deliver machines accordingly.

• Cut Down Print-related Tasks

Managed Print Services can make your life easier by cutting down on printing tasks. It can automatically order supplies, guaranteeing you always have what you need without your staff worrying about it. It helps prevent mistakes in ordering and protects your company from scams related to office supplies.

• Offer Predictability

A Managed Print Services (MPS) program helps you bring all your printing costs and dealers together, making budgeting easier each month. When you partner with an MPS provider, you won’t have unexpected maintenance or printing expenses popping up unexpectedly anymore.

• Improve Printer Security

If you have concerns regarding printer security, MPS providers are the ones to look for. They install distinctive software for employees to verify their identification before starting the printing work. There won’t be anything on the tray for other people to see. Some providers take a step further to include added print security measures like automatic security upgrades at zero costs.

• Decrease the Load on Your IT Squad

IT departments already have a lot on their plate. Teaching the staff and solving printing issues aren’t usually their main focus and often get pushed aside. A managed print services provider can help train employees and offer support for printing problems, giving your IT team more time to focus on their primary tasks.

• Handling Remote Printing

It isn’t a problem if employees work from home. With remote printing abilities, they can print from off-site locations, that too, from any device! MPS providers can set up, maintain, and provide troubleshooting support if you have a commercial mobile print environment.

Printers Without Any Glitches Via Munster Business Equipment!

Resolving common printer problems makes everything easier and faster. Many offices have faced myriad issues and have seen setbacks of different kinds. It would seem unbelievable and probably laughable, but it has cost companies fortunes.

However, what if we say you would not face any issues in printing?

We at Munster Business Equipment deliver a smooth and seamless work experience. Our team makes sure that you get according to the business needs.

Providing your office with high-quality printers from Munster Business Equipment fetches many perks, like better productivity, smoother work, and saving money. As a top-managed printing services company, we offer business printers with advanced features tailored to suit your office requirements perfectly. Don’t wait anymore- contact us soon.