A multifunction printer can be a crucial piece of equipment in offices around the world. The convenience, increased productivity, and cost savings provided by combining printing, copying, scanning, faxing and other functions into one versatile machine can be a boon to a new, developing business.
However, like all machines, particularly ones with so many delicate, hi-tech moving parts, a multifunction printer can sometimes malfunction and break. And the risk of printer issues causing disruptions to your workflow and creating downtime rises the more the machine works, and the older it gets.
Multifunction Printer Issues
Because they’re complicated pieces of technology, multifunction printers may sometimes require the services of expert print technicians to fix them. And unless you, or your IT staff, are trained in repairing these devices, there’s a risk you might make things much worse trying to repair these issues yourself. But there are some issues that are resolvable without incurring call-out fees and other costs. This article will guide you through some of the most common minor problems with a multifunction printer, and how you might be able to fix them.
Common Issues
Paper Jams
This is arguably the most common problem that you’ll encounter with your multifunction printer. Paper jams, as the name implies, are when the paper gets caught in the machine mechanism – the rollers, the paper tray, etc. To alert you to this problem, the machine may present you with flashing lights, error messages, and sometimes an audio signal.
If the issue is hardware-related, it could be that the paper guides that hold the paper in place in the tray have become worn out or loose. This can cause the paper to feed incorrectly and thus jam. But human error is often the culprit – a user may not align the paper properly when feeding it in, or use incorrect paper tray settings.
Solution:
First, gently try to remove any stuck paper – with the emphasis on the word “gently.” To prevent further occurrences, try adjusting the paper tray settings, check that the paper is aligned properly, and ensure that the paper guides are working as expected. If the paper is tightly jammed, rather than try to force it loose yourself, call in a technician. You may also have to call in a technician if the paper guides need replacement.
Bad Print Quality
You may be experiencing problems with smudges on your prints, faded or patchy text, or image quality that’s not up to your standards or that the multifunction printer was previously producing. Sometimes the issue is a result of incorrect print settings or an incompatible type of paper, but it can also be a sign of damaged or worn-out print heads.
Solution:
Try adjusting your print settings to “high quality” or similar in your printer software. You’ll often notice an immediate improvement. Also, check that the type of paper you’re using is appropriate for the machine. Often, simply changing the paper type will resolve the issue. However, if those two fixes don’t work, the issue is likely due to the print heads requiring cleaning or replacing, both of which can be done by a professional service technician.
Connection Problems
If the multifunction printer does not respond to print commands, then the problem may have to do with the machine’s connection to your network. This is a common issue when setting up the machine for the first time, but it also can occur if there has been a change to your office’s network settings.
The three most common causes of connectivity issues are loose cables, incorrect network settings, or a malfunctioning router.
Solution:
First, check that all the ethernet cables connecting the multifunction printer to the router are configured properly and haven’t been damaged or loosened. Simply clicking a loose cable back into place can often provide the solution. But you may need to replace any cables if they’re damaged.
If the cables are not the issue, check your network settings. Make sure you’re connected to the right network, and that the IP address assigned to the printer by the router is in the correct range.
If other devices on the network, such as your office PCs, are also experiencing connectivity issues, the router is very likely to be the issue. To fix this, first, try a simple router reboot. If that doesn’t work, the router may be damaged and may need to be replaced.
Software Issues
If the printer keeps stopping mid-print, or the PC you’re trying to print from keeps displaying an error message, you’re probably experiencing printer software issues. Other common reasons you may be experiencing print stoppage or seeing printing errors include outdated drivers and incorrect system settings on your PC.
Solution:
First, try restarting the printer. This can often resolve any software conflicts. Next, check your printer drivers and make sure they’re up to date, especially if you’ve recently added new hardware or software that may be clashing with the printer software. Also, check your system settings to make sure everything is as it should be.
Low Ink or Toner Levels
Low ink or toner levels can cause inadequate print quality, or even result in the multifunction printer refusing to print at all – you might receive an error message alerting you to this problem. If left unattended for too long, this can also cause the print heads to clog, further reducing quality.
Solution:
You can often replace the ink or toner cartridges yourself on many printer models. In addition, some printer models will automatically clean the print heads when necessary. If your printer doesn’t include this feature, it’s important to contact a print technician to perform regular maintenance on the machine, according to the manufacturer’s specifications.
Print Head Alignment Issues
If the print quality is much worse than expected or steadily deteriorating, the issue may be with misaligned print heads or worn print-head nozzles. This is most commonly the case if your multifunction printer is starting to age, or has been banged or bumped recently, knocking the print heads out of alignment.
Solution:
The manual for your multifunction printer may include instructions for how to align the print heads yourself. If you believe you have the level of technical skill required, carefully perform the task. However, if the print heads are worn and need replacing, you’ll need a technician to make the installation.
General Multifunction Printer Maintenance
Regular maintenance of your multifunction printer is still the best way to ensure it’ll work hard and excellently for as long as possible. In particular, perform the following tasks:
Regularly clean and perform basic maintenance on the machine, such as making sure the correct paper is being used, ink or toner levels are adequate, and the print heads and paper tray are clean.
Make sure your printer drivers and other software are all up to date.
Only use the paper and ink cartridges recommended by the manufacturer for your model of multifunction printer.
A Trusted Partner
Whether you have seasoned IT staff on hand or are tasked with handling maintenance duties on your own, a trusted local provider of printer supplies and services can be worth their weight in gold.
If you’re not tech-literate, consider signing up for Managed Print Services (MPS) from a trusted supplier. For a monthly fee, your provider will take care of all your print supplies, usage monitoring and reporting, and the maintenance and repairs of your multifunction printer. It can be a huge cost-saver, as well as a weight off your chest.
If you’re in the Tulsa area, consider JD Young for your print and office technology partner. With over 75 years of experience, we can provide whatever your multifunction printer needs. Contact us today for a quote.