Printers are a necessity in the workplace. When properly maintained, they can save a company time and money. But what should you do when your printer stops working? There’s no need to panic! We’ve put together this printer maintenance checklist to help you get back up and running as quickly as possible.
1. Update your printer’s software
If your printer’s software is outdated, you may be missing out on newer and more efficient features. When your manufacturer releases new updates to their software, you should always download these updates so that your printer can take full advantage of any added features.
2. Check for any physical damage to the printer
If there is any visible damage to the device, you should consult the manufacturer for instructions on how to fix it. If they can’t be fixed, then you may need to buy a new one.
- Remove any obstructions that may be hindering your printer’s performance- these include items stuck in the paper feeder, ink spills on the floor, etc
- Your printer may have jammed due to excessive use or because of foreign objects lodged within its machine system- make sure nothing is blocking the ink carriage, paper feeder or print head before trying to resume printing
3. Clean out the printer’s paper feeder
Most office printers need to be cleaned regularly in order to avoid paper jams. Make sure that it’s time to clean your printer by checking your printer’s manual for instructions or asking your tech support team when they last did maintenance on the machine. The tech support team should be able to tell you if any maintenance needs to be done, like replacing worn-down parts or wiping away dust in the ventilation areas.
4. Check the ink levels
Check your printer’s ink levels. Low ink can cause a number of issues, from ghosting to paper jams. Check the ink cartridge much less frequently once you buy a new one. However, be sure to check it before trying to print anything important.
When you’re all out of ink, it will stop printing, display a low ink message, or go into an idle mode. You can check the ink levels by turning off the printer, then pressing and holding the button on the side of the printer for 5 seconds. If this doesn’t work, contact your printer’s service center- they’ll be able to help!
5. Clean the print cartridges with a cotton swab or lint-free cloth
If your printer is in need of cleaning, you should be careful to use lint-free cloths or cotton swabs. These items are much gentler for the print cartridges than paper towels or other abrasive materials. The print cartridge may also have excess ink that needs to be removed. This can be done by laying a lint-free cloth on top of the print cartridge and letting it sit for an hour. Make sure you don’t leave the manufacturer’s packing tape on the print cartridges for too long, as this may cause permanent damage to the product.
6. Remove paper jams from inside the printer
A paper jam can occur when a sheet of paper in the printer becomes folded, wrinkled, or otherwise distorted in a way that prevents it from moving through the printer. There are a few easy ways to clear paper jams. For one, you can try removing the jammed paper by hand. Make sure you pull from the edge of the paper so as not to damage it. If this doesn’t work, remove any obstructions that may be hindering your printer’s performance- these include items stuck in the paper feeder, ink spills on the floor, etc. Check for any physical damage to the printer and replace if needed. If there is any visible damage to the device, you should consult the manufacturer for instructions on how to fix it. If they can’t be fixed, then you may need to buy a new one.
When it comes to printers, the old adage “an ounce of prevention is worth a pound of cure” couldn’t be more true. By following these printer maintenance tips and by having a good preventive maintenance plan in place for your office equipment, you can save money on repairs while also ensuring that your company’s productivity doesn’t suffer when something goes wrong with one of the machines. If you’ve been putting off any type of printer needs, contact us today—we’re here for all your printing needs!
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