Troubleshooting Printer Issues

Printing is a common office task but if your printer is not functioning properly, it can waste time and cause frustration – especially when you are working remotely. it can be a challenging task to setup or resolve common issues with printers. This is mainly because every printer model requires a different set of drivers or software to be installed. By knowing some of the most common issues and how to troubleshoot them, you can save time and ease your frustration when printing. Below are some basic printing problems and solutions.

Toner Low

When you see a message on the printer screen indicating toner is low or the print text is faded or dull, you will have to replace the toner by physically opening up the printer. It might be at the front, side or back, depending on the type of printer. Once you spot the right area, just open the printer and replace the toner.

To get a little extra life from the toner you can try shuffling it from side to side and then replacing it.   With some toner this will work however some toner have digital meters on them with will stop use after a specific page count is reached.

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Paper Jams

This is another issue that you can encounter where there is a little piece of paper stuck in the printer which causes it not to print. You will have to find the paper and take it out to clear the jam and make sure paper is aligned properly in the tray to avoid it from happening again. If you do not find any paper stuck in the device, make sure you clear the remainder of the cut up pieces from last paper jam in the printer’s gears.

It takes only a small piece of paper to jam the printer.   Sometimes compressed air in a can can be used to blow out the internal print area revealing the cause of the jam.

Maintenance Kit Needed

Another issue you might notice with your printer even while functioning properly, regularly displays a message saying maintenance kit needed or it will start making a weird or loud noise. In this scenario, you will have to use a maintenance kit which includes pickup rollers, fuser assembly, print cartridge etc. You need to open up the printer and replace these parts for the printer to work properly. Please keep in mind that different printer models have different types of maintenance kits and procedures to change parts.

Outdated or incompatible drivers

Issues can arise with printing if you have installed an incorrect driver for your printer. This cause your computer to stop communicating with the printer. In this case, you can try uninstalling the outdated or faulty driver and re-installing the correct drivers for it. You can find the compatible driver information for all printer models on their manufacturer’s website.

Having incorrect drivers or printer software installed can often cause your printer to operate slowly and it can take longer for the print jobs to be processed. Ensure that the printer software and drivers are up to date. If your printer is connected over Wi-Fi and it’s printing slower than normal, make sure it is located close to the modem or check your Wi-Fi connection.

Printer is not grabbing the paper

Another common hardware issue is when the printer is not able to pick up paper from the tray which ultimately causes the printer to stop printing. You will need to fix or replace the pickup rollers so it can start grabbing paper again.

Print jobs stuck in queue

If you encounter an issue where you send a print job and nothing prints, you can open the print queue to see if there are multiple print jobs stuck in the queue. The print job queue can be viewed from the system tray (select connected printer) at bottom right hand side of your screen. First thing you can try to resolve this is to delete all the print jobs and then try again. If this still does not fix the issue, you can restart the print spooler service from Windows services and then restart the printer which will clear the print queue completely.

Contact your IT department or the printer manufacturer if you are still unable to resolve the issue. If you do not have a dedicated IT department, call Triella (647.426.1004 ext.227) where we provide technology assistance to your business so you can focus on your work!

Harwinder Kaur is a Client Support Specialist at Triella.  We are a technology consulting company specializing in providing technology audits, planning advice, project management and other CIO-related services to small and medium-sized firms. Harwinder can be reached at 647.426.1004. For additional articles, go to our blog page. Triella is a VMware Professional Partner, Microsoft Certified Partner, Citrix Solution Advisor – Silver, Dell Preferred Partner, Authorized Worldox Reseller and a Webroot Reseller.

© 2021 by Triella Corp. All rights reserved. Reproduction with credit is permitted.

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