When it comes to getting printers for your office, inkjet printers are a popular choice. They are versatile and affordable, especially compared to laser printers. The secret is the namesake ink that's used for the actual inkjet printing. Laser printers need to use expensive toner to make their prints. Since ink is far less costly than toner, inkjet printer cartridges can have a significantly lower price tag upfront. Unfortunately, that lower initial investment won't make a difference if problems and repair costs start adding up.
Not only will a malfunctioning inkjet printer put a crimp in your company's workflow, but it can certainly put a major dent in your ROI. Fortunately a majority of the major inkjet issues that might arise have some pretty straightforward solutions. Come along as we go over the 10 most common inkjet printer problems and how to fix them, or better yet, avoid them altogether.
The Top Ten Inkjet Printer Problems (And How To Solve Them)
- Problem: Paper jams are a frequent issue, often caused by misaligned paper, debris in the printer, or using the wrong type of paper. Just as a traffic jam can slow your drive to work, a paper jam can seriously slow your business' workflow.
- Solution: Remove the jammed paper carefully by pulling it in the direction of the paper path to avoid damaging the printer. Check for any small pieces of paper or debris inside the printer and remove them. Make sure the paper is lined up in the tray correctly, and always use the recommended paper type for your printer. Regularly cleaning the paper feed rollers can also prevent jams. Pro Tip: A regular printer maintenance schedule can prevent lots of problems.
- Problem: The printer fails to recognize the ink cartridges, even when they are properly installed. It's all "new cartridge, who dis?" and your printer won't print until the confusion is cleared up. This failure of a proper connection is often due to dirty contacts or incompatible cartridges.
- Solution: Reinstall the cartridges, ensuring they are seated properly. Clean the cartridge contacts with a lint-free cloth and some distilled water or rubbing alcohol. Make sure the cartridges are actually authorized and compatible with your printer model. Pro Tip: Sometimes, resetting the printer itself can resolve a persistent cartridge recognition issue.
- Problem: When streaks or spots appear on your printouts, your pages (and profit margins) are as good as wasted. Printing defects like spots and streaks occur because of clogged print heads, low ink levels, or debris on the print heads.
- Solution: When in doubt, clean things out. Run the printer’s automatic cleaning cycle to clear any blockages in the print heads. Replace low or empty ink cartridges, and ensure print heads are properly aligned by running the automatic alignment tool from your printer's software. Pro Tip: If the problem persists, manually clean the print heads using a lint-free cloth and distilled water.
- Problem: Different from those dreaded streaks and spots, unsightly smudges can appear on your prints due to wet ink, a malfunctioning print head, of using the wrong paper.
- Solution: I know you're excited to get a hold of your prints, but a little patience can go a long way to preventing inkjet smudges. Take time to allow the ink to dry before handling your prints, especially if you are printing in high resolution or on glossy paper. (More ink, more problems.) It can also be helpful to clean the print head and clear out any debris or ink build-up that might cause smudging. Pro Tip: Using the correct paper type can be just as helpful as a little patience. Make sure it's loaded correctly.
- Problem: If your prints are all vibrant, but the colors just seem... off, you've still got a problem. Color printing issues can show up when you've got low color ink levels, clogged nozzles, or incorrect color settings.
- Solution: Color inkjet printing typically uses the CYMK process. This method uses four different inks -- the primary colors of Cyan (greenish-blue), Yellow, Magenta (red), and blacK -- and combines them in various amounts to make a seemingly endless amount of colors. Of course, your ink supply isn't endless, so when one or more get low, the mix of your colors gets noticeably wonky. To avoid this problem, replace your low ink color cartridges frequently and run your printer's automatic cleaning cycle to ensure the ink nozzles are clear and all colors are printing correctly. Pro Tip: Check the color settings in the printer software to make sure they match your own requirements -- No amount of ink can make up for unsatisfactory color settings.
- Problem: Your printer is not printing. "Seriously?!?! It had ONE job!" Don't panic, there are ways to fix this. It's probably either a connectivity issue, a software problem, or a hardware malfunction.
- Solution: Let's start at the beginning: Ensure the printer is connected to the computer via USB or Wi-Fi. If there's no connection, restart both the printer and computer, and possibly the Wi-Fi router until your computer and printer are properly talking to each other. In addition, check for and install any available updates for the printer driver, and make sure to take note of any error messages on your printer's display during this process. If all signs point to a bigger technical problem, it's probably time to call in for backup. Pro Tip: Partnering with an MPS (managed print services) company, like FlexTG, can help you resolve emergency issues while preventing many problems from happening at all.
- Problem: When your inkjet is printing out pages at the rate of an old dot matrix printer, you know there's a problem. Not only will it break down your team's workflow, but it can also break their spirit. Slow printing can be caused by high-resolution settings, outdated drivers, or too many print jobs in the queue. Fortunately, most of these issues can be cleared up fairly quickly.
- Solution: If you lower the print resolution of your printer, especially for draft documents, it can really speed things up. Ask your team to save the professional-grade resolution for their final drafts only. Another good solution that's not based on image resolution, it to make sure your printer drivers are updated with the latest software improvements. Finally, you can clear the print queue if it’s clogged up with pending jobs, although you should spread the word to everyone that this is happening, so they're not waiting for a print job that's not even happening. Pro Tip: Make sure that your printer is not set to "Quiet Mode," which can slow down printing to reduce noise.
- Problem: One thing worse than your printer not printing is your printer printing completely blank pages."But it looked like it was printing?!?" Blank pages can be caused by empty ink cartridges, clogged print heads, or incorrect settings.
- Solution: If there are no images, it's good to see if there's any ink. Check and replace empty ink cartridges and then run your printer’s preset cleaning cycle to clear out any clogs from the print heads. Pro Tip: Check your document to make sure it has no blank pages or empty sections because of a formatting accident. The time (and paper) you save may be your own.
- Problem: Any machine is at company security risk, but printers are particularly vulnerable to security risks, especially some of the more affordable inkjet models. Lower prices might come with lower built-in protection. Security risks with inkjet printers can include unauthorized access to sensitive documents, hacking of the printer network, and exposure of confidential information through discarded printouts.
- Solution: Implementing strong security measures can reduce the risk of your company's information and reputation from being compromised. Make sure that your inkjet printer is connected to a secure network with updated security protocols. Use encryption for all data transmitted to and from the printer. Regularly update the printer's firmware to protect it against any new malware attacks. Pro Tip: Implementing a secure printing protocol where any and all users authenticate before their documents are printed will greatly reduce the risk of sensitive information being left unattended.
Looking over the list of common inkjet problems, you probably noticed that a good number of these issues could be corrected - if not completely avoided - by regular printer maintenance. Yes, scheduled cleaning and care are absolutely crucial to keeping your inkjet printer in tip-top working order. Here are some key maintenance tips to keep in mind:
- Cleaning: Regularly clean the print heads, paper feed rollers, and the exterior of the printer to prevent dust and debris buildup. This can be done using the printer’s built-in cleaning tools or manually with a lint-free cloth and appropriate cleaning solutions.
- Cartridge Care: Replace ink cartridges before they run completely dry to avoid damage to the print heads. Store spare cartridges in a cool, dry place to maintain their quality.
- Software Updates: Keep your printer’s firmware and drivers up to date to benefit from the latest features and fixes. Regularly check the manufacturer’s website for updates and install them as needed.
- Environment: Our final tip is: Location, Location, Location! Keep your printer in a clean, stable environment free from dust, humidity, and extreme temperatures. This helps prevent mechanical issues and maintains print quality.
Sure, all of this preventative care can be a lot of work with just a single inkjet printer. Now imagine managing a fleet of printers! The task can be incredibly daunting for any business... unless, of course, they're an experienced managed print services company like FlexTG.
An MPS contract with FlexTG includes a full evaluation of your printer fleet and scheduled preventative maintenance, ensuring your printers are always performing at their best. If your printers can't do their work, your team will have a challenge doing theirs. Contact FlexTG today to learn more about how we can prevent frustrating printing problems and improve the quality of your documents and your office life. Contact FlexTG for a free consultation today.