How to Fix Common Printer Issues

Constantly running into common printer issues? It’s time to get an expert’s help!

Although it may seem like your printer picks the worst possible moment to stop working, these problems are more common than you might think. Printer malfunctions often stem from preventable causes such as network failures, outdated printer drivers, and other issues. 

Understanding common printer errors will help you understand the reasons behind the malfunction and how to avoid them easily. In this blog, we’ll learn about the most common printer issues, how to solve them step-by-step, and how to manage printers in the best way for your office. 

Papers Jams

One of the most common printer problems, paper jams, can be a nuisance to deal with. When your printer's light starts flashing, an unsettling noise pierces the air, and no paper emerges from the tray, it’s a clear sign—your printer is jammed. A sheet of paper has become lodged in the rollers, bringing your printing process to a halt. 

While common, these aren’t entirely unsolvable. Here are some steps that you can try to fix the issue:

• Identify the cause: Crumpled paper, overfilled or misaligned tray, foreign objects, and worn rollers can cause this problem.
• How to solve a paper jam: 
  
  • Switch off your printer and unplug the power cord. 
  • Check rear doors, panels, and paper trays for jammed paper. 
  • Gently pull it out and check for any debris. 
  • Reload the paper properly, without overfilling the tray. 

Printer Connectivity Issues

These connectivity issues arise when your print command source can’t communicate with your end printer. You might see a “can't connect to printer” error when this happens.
A printer connectivity error could stem from a hardware or software issue. Let’s find out how we can get rid of this error:

• Identify the cause: Check the USB cable that connects your printer to your computer for any signs of damage or loose attachments. Improperly configured networks and software bugs can also cause this problem.
• How to solve the issue for USB printers: Make sure the USB cable is tightly plugged into the computer and the printer. If the problem still doesn’t go away, try a different cable and restart both devices.
• How to fix printer issues for network or wireless printers: Check your wireless connection to see if your wireless printer is still connected to the same network. If not, reboot the printer and the router and reinstall the printer. Make sure to update the firmware from the printer's manufacturer's website.

Image source: Pixabay

Full Print Queue

This error occurs when multiple print jobs are sent to your office printer at the same time. This clogs the printing line and prevents further processing.

Removing unnecessary print jobs from the spooler can help you get rid of the issue, but if not, you can try the steps below.

• Identify the cause: A lack of memory, an offline or paused printer, and corrupted print jobs can cause this error to appear.
• How to solve the issue on Windows: 
  
  • Click on the control panel to view devices and printers. 
  • Find your printer and right-click on it. 
  • Tap on See what’s printing and then Cancel all documents.
• How to solve the issue on a Mac: 
  
  • Click on System Preferences to view Printers and Scanners. 
  • Find and click on your printer to open the print queue and cancel all jobs.

Scan Failure

Although scan failure may occur in any printer, this problem is more common in multifunction printers (MFPS). A scan failure problem can cause your scan button to stop working, lead to blank scans, or display error messages. 

• Identify the cause: Most common causes include outdated drivers, Wi-Fi communication problems, improper software installation, and hardware faults.
• How to solve the issue: 
  
  • Check and update your drivers. 
  • Reset your connection and printer settings. 
  • Use official utility tools to isolate the error and check for conflicts. 
  • If nothing works, contact a printer technician to avoid any more damage.

Slow Wi-Fi Printing or Printer Not Responding

While convenient, Wi-Fi printing can chew up a lot of your time if the process is not optimized. If you’re using a network printer, a mobile device or a wireless printer to print, chances are you might have encountered this issue. Let’s find out how to solve it:

• Identify the cause: Outdated firmware, network congestion, spooling delays, and a weak wireless signal can lead to a slow printing process.
• ‍How to solve the issue: Before updating your drivers or firmware, test your signal strength and switch to a 5 GHz network to avoid delays. Whenever printing over Wi-Fi, limit network usage and optimize your files before sending a print job.

Image Source: Canva

Printer Driver Problems

A printer driver acts as a translator between your computer and the printer. When there’s a problem with your driver, your devices can’t communicate, leading to printing errors.

When there’s something wrong with your printer driver, you may see the driver unavailable, the printer is detected but won’t print, and the printer randomly disappears. Here’s how to get it fixed:

• Identify the cause: Installing the wrong driver, outdated drivers, Operating System (OS) updates, a corrupted installation, and conflicting drivers can cause this problem.
  
• How to solve the issue: Uninstall existing drivers and check for software updates. Download the latest version and reinstall the printer. You can also use Windows or Mac OS troubleshooting tools to fix this problem.

Blotchy, Streaky, or Faded Prints

Poor print quality is one of the most prominent printer errors. Usually, print quality issues stem from diminishing toner levels or ink cartridges, but the problem may also be due to wrong print quality settings.

If you start noticing prints with uneven text, unwanted horizontal lines, smudged colours, or blotched paper, it’s time to do a thorough inspection.

• Identify the cause: One of the most common reasons behind this issue is low ink or toner cartridges. A clogged print head in inkjet printers and a damaged drum in laser printers might also cause this problem. Using a thicker paper than recommended can also cause the print quality to decline. 
• How to solve the issue: 
  
  • Replace your toner or ink cartridges. 
  • Run the print head cleaning utility and look up how to align the printheads in the printer’s manual. 
  • Clean the drum (laser printers) with a lint-free cloth. 
  • Select the correct paper type, replace damaged parts, and look for driver updates. 
  • Get rid of incorrect settings, and then print a test page to see if the problem no longer exists.

Learn more: Printer Ink 101: Different Types of Ink

Enjoy Reliable Printing Expertise with Integr8

The interlinked printer-office productivity plummets sharply whenever office printers malfunction. Say goodbye to these common printer issues with managed print services from experts you can trust. 

Integr8 brings a suite of highly-skilled professionals and the latest printing technology to help enterprises run smoothly. Whether it’s to print photos or convert digital copies into physical prints, we can help you find, maintain, and service the right printer according to your requirements.

Still need help with your printer? Contact us today for a quote!