Printer and Photocopier Self Help | Printer and Photocopier Guide

There are many different factors that can stop your printer from working, there are also many things you can do yourself before you call an engineer. These self-help tips can be really useful, especially when deadlines are looming and you do not have time to wait for technology to work.

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14.1 Networking Issues

Is the machine switched on and plugged in correctly? If no error messages are pointing you to the issue, then there may be a connection fault. To check whether your machine is networked correctly you should examine the wires (such as USB and Ethernet cables) to see if they are in the appropriate sockets. You may also need to make sure that the driver software is still properly installed and up-to-date on your computer. It may be easier to uninstall this software and reinstall it to make sure it is not corrupt.

14.2 Paper Issues

Printer and photocopier paper jams are a huge source of stress when it comes to the workplace, decreasing productivity and work pace, however there are several steps that can be taken to fix these issues before requiring further assistance.

Is there paper in the machine, and is it the correct type of paper? Most printers and photocopiers store paper out of sight in trays, which means they can be easily overlooked if a machine stops printing. If this is the issue, then most machines will normally try to notify you when it has run out of paper. There are also many different types of paper used by printers, all requiring different heat temperatures in order to fuse the ink or toner to the page. Therefore, it is crucial that the correct paper is in the machine, input into the ‘print driver,’ and on the machine itself in the printer settings. It is also important to determine whether you are sending your print job to the correct paper tray, as the machine could get confused and halt printing altogether.

Paper Storage

It is also important here to consider how to actually store paper in order to prevent jams in the first place. It may be a good idea to train staff members about the proper way to store paper. Paper prints best when it is flat, so paper should be stored in a place that is cool and dry. Heat will increase humidity and result in paper curling; this can cause lots of jams in machines. If paper is stored in a place
that is too cold however, near freezing conditions also make paper damp and prone to curling, which would result in more paper jams. It is for this reason that storing paper in a cool place between 10 degrees and 27.2 degrees centigrade is recommended. Paper should be stored horizontally and once out of the ream; paper should be kept flat. For best results, manufacturers state that paper reams should remain sealed until they are ready to be loaded into the paper tray of machines in their entirety.

14.3 Ink and Toner Issues

As with paper, there are many different types of ink and toner, all offered by different vendors, all made for specific machines. Therefore, it can be quite easy to make a mistake with cartridges. Make sure that you have the right cartridges in the machine and that they are positioned in the device correctly. If you do not want to have to worry about ordering the incorrect toner, then a managed print service may be useful, for more information about these types of managed print services refer to section seven.


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