How to Avoid Common Office Printing Problems

Multifunction printers are critical to efficient operations in any office, so if they experience problems, productivity can suffer. If you have an MFP, it is important to know how to fix some of the most common issues so you can keep your workplace running efficiently. At your wits end with a malfunctioning printer? Try these tips and tricks to save you from a big headache. Click To Tweet

Common Office Printing Problems

You’ve turned it off and on, but the problems persist. Your printer can’t seem to get through the day without some kind of new malfunction. Here are the most common print complaints, and their likely solutions:

Slow Printing

If your office relies on the printer for large print jobs, you may wish there was a way to speed things up a bit. Fortunately, for most business-class MFP’s, there is. Try these tips:

  • Check your Network Connectivity: If you connect to the printer with WiFi, but have a poor signal or outdated network protocol, large print jobs can take a long time to send. Consider upgrading your router.
  • Check the Print Quality. Most MFP’s default to High-Quality mode, but this setting can slow the printer down. Try changing the mode to Draft or Standard.
  • Switch to Simplex: Duplex printing (double-sided printing) can save paper but may cost a bit of time. If every second counts, switch to simplex (one-sided).

Constant Paper Jams

You know the frustration when the printer suddenly stops and the “Paper Jam” light comes on. It’s especially frustrating when there’s no jam (called a “ghost jam”).

  • Check to make sure you have the right sized paper and it’s loaded correctly.
  • Wipe or vacuum dust from the inside of your printer.
  • Is your office humid? Try placing a dehumidifier nearby.

Pro Tip: If your printer is constantly jamming it could be high levels of humidity in your office.

Marks or Ink Smears

Unwanted marks or smears on your print jobs can make a report unsuitable to present to a customer. Here are a few things to check if you notice such problems:

  • Check the print drum, paper feeder, and toner, as there could be a leak that’s tracking ink.
  • If the smudges appear only on copy jobs and scans but not digital prints, the issue is most likely with your copy reader or glass. Simply clean with a cloth and gentle glass cleaner.

When to Upgrade

When all troubleshooting fails, it might be time to upgrade your printer to a newer, faster model. Sharp MFP’s can print dozens of pages per minute and offer a wide range of other productivity and security features as well. Add managed print services to further track and improve your print processes.

Contact Us to find the best office copier for your Houston-area business.