Multifunction Printers (MFPs) are office lifesavers. They fulfil multiple roles, are the hardest workers in any office, and never complain – until, that is, there’s an unexpected error or breakdown. When your MFP malfunctions, before calling a repairman or your managed print service provider (if you have one), it may be possible to fix the problem yourself, saving you time and money. This article will guide you through troubleshooting some common printer problems, and perhaps save some grey hairs in the process.
The MFP: A Central Part of Any Office
Today, taking into account both InkJet and LaserJet varieties, office computers comprise around 15% of the entire market for computer peripherals worldwide. They are a familiar sight in every office, and an irreplaceable part of office workflow. However, hardworking machines with multiple moving parts like MFPs can’t last forever. The average lifespan of an office MFP is roughly 5 years, depending on the quality of the model and its workload.
You can improve the lifespan of your MFP in multiple ways, but one of the best is by regular preventative maintenance. A breakdown is usually the last straw and does a machine no favors. Preventative maintenance can stop many issues before they start, and is typically carried out by an experienced Managed Printing Service (MPS) provider or an in-house specialist.
Major issues will probably need an expert to resolve. For smaller issues, though, you can try fix things yourself.
Fixing a Faulty MFP
What’s the best way to fix a malfunctioning MFP? Calling for repairs is a solid choice, but doesn’t have to be your first step. Kicking it would undoubtedly be satisfying, but nine times out of ten, you’ll be left with a sore foot and even more damage to the MFP. The best approach to troubleshooting is to start by looking for some common symptoms yourself.
While some problems may require professional help, you might be able to get the office workhorse running once again without the need for a technician or too much effort. Here are some of the most common issues and possible solutions:
Paper Jams
The most common problem with all printers, including MFPs, is easily the most frustrating: paper jams. Paper gets stuck somewhere in the machine and you soon have your hands dirty trying to remove it. To complicate matters, paper jams have multiple causes:
- Dust – In drier climates and dusty offices, dust particles find their way into a printer and jam things more easily. Always keep the MFP regularly dusted, outside and in.
- Paper weight – Some weights of paper may cause problems with the toner drums, causing the sheets to get stuck. Check the weights that your MFP is designed to handle.
- Tray problems – Incorrectly loaded paper can easily jam a printer. Portrait and landscape alignments are important, as is the correct paper size. Check the alignment of your paper stock and ensure the trays aren’t overflowing.
- Duty cycle exceeded – Every MFP has a set number of sheets that it can print before the error rate starts increasing. Standard printers usually handle about 15,000 copies per month. For the sake of avoiding paper jams (and extending printer life), try not to exceed this number often.
Smudging and Splotches
Streaky pictures and spotty documents have a few causes, some of which you can solve yourself:
- Ink overload – When monochrome printing dark pictures or turning the contrast up too high, your drums might clog with too much toner. Thinner paper may also become overly wet and heavy, and jam as a result. Try replacing your toner or reducing your contrast settings.
- Scanner screen – If the marks appear in the same place on multiple sheets, then a dirty scanner might be to blame. Give it a quick wipe down with a microfiber cloth.
- Parts malfunction – Sometimes printer parts like the fuser or drum blades are to blame. To resolve these issues, you’ll need the help of a technician with the necessary expertise.
Slow Printing Times
Often forgotten is that MFPs run their own software and operating systems, which can also malfunction. Long print queues and slow printing could be a sign of driver issues, insufficient network speed, or struggling RAM. The printer software, network cables, or RAM may need to be updated or replaced. MFPs also draw a lot of power. Ensure that your machine is connected to a power outlet that can handle its demands for both voltage and amps.
The Queue Is Stuck
An overloaded printer can stop working. A frozen screen or stuck queue indicates a software issue, and is usually a sign of memory problems. In the long run, you’ll probably need a service to install more RAM, but you can often clear the queue simply by restarting the machine.
Try giving your MFP a break after office hours by shutting it down or letting it sleep.
Pixelated or Low-Quality Prints
If your print quality looks blurry, blocky, or generally subpar, but your MFP’s toner drums still look full, then you’re probably also dealing with a software issue. Ensure that the drivers for your machine are up-to-date and that its color profiles are properly (and regularly) calibrated.
The problem might also be the quality of the files you’re trying to print, particularly images. Ensure their size and color profiles match your printer.
Printer Won’t Connect or Isn’t Detectable
An undetected MFP is a sign of connection issues. At times the issue is as simple as an unplugged cable, but other times the issue may be with the software. Sometimes aging firmware might also cause compatibility problems. Update all the drivers for the MFP and all connected devices. If that doesn’t help, try a refresh, or restarting the device.
Aging Printer
Sometimes an MFP may just be getting on in years. Rattling parts and stuttering screens in an older machine are to be expected, especially if the machine has been firing on all cylinders for years. If you’re leasing an aging office printer, or are signed up for MPS, look into replacing your machine, if possible.
An MFP Provider You Can Trust
Troubleshooting is an excellent way to catch and fix common issues without having to call in the experts. But when that’s not enough, you will likely require the parts or expertise that only the professionals can supply. And if you’re in Seattle, Tacoma, Olympia, Yakima, Portland, Tri-Cities, Spokane, Bend, Salem, or Eugene, then look no further than us.
Since 1986, Copiers Northwest has understood that service and support are more important to ensuring a fully functional printer than all the additional extras. Our unrivaled knowledge and range of printing solutions ensure that your MFP will keep chugging along for many years. Let us help you succeed today.