Common Small Business Copier Problems & How to Fix Them

When the first multifunction printer hit the office technology scene in the mid-1990s, they changed the way companies thought about productivity. With a compact physical footprint, unparalleled versatility, and faster print speed, they gave businesses new ways to leverage their printing. In 2019, the small business copier/multifunction printer has it all and has become a staple in the modern and home office.

However, like all machines, these handy devices still experience an occasional snag in operations. RJ Young service technicians are happy to help but several common problems can be resolved without them. Here is a quick guide on the five most common printing problems experienced with a small business copier and MFP.

Get a device back into service in no time with these simple tips. 

Five Common Problems & How to Fix Them

Printers—whether MFPs or not—all experience a variety of problems from time to time. Here are the five issues most offices will see in the device’s lifetime:

1. Streaks, Smudges, and Spots

Streaks, smudges, and spots are ugly and ruin a professionally designed document. If papers are routinely coming out of the copier with such marks, it may be:

• Dirt or scratches on the glass. Clean the glass above the reader with a gentle glass cleaner and a very soft cloth.
• The wrong paper is being used. Check that the correct paper is being used. Laser copier devices need a specific paper.
• Components are worn out. Inspect the toner cartridges, imaging unit, or fuser roll to see if there is debris or damage.
• Incorrect settings. Check the device settings and driver to make sure everything is configured correctly for what you are trying to print.  

While dirty reader glass causes the problem most of the time, it’s not always the case. Should an inspection reveal damage to any of the internal components, contact a certified technician.

2. Slow Output

Modern printers and digital copiers are built to do their job quickly. Multifunction copiers and printers have practically perfected efficient output by combining scanning fax, and printing while increasing the print speed and output pages per minute. A slow device is like slow wi-fi: aggravating, at best. Slow production happens due to:

• High-resolution settings. Select draft or standard mode for printing that does not need photographic quality output.
• Duplex printing. Printing one-sided requires more paper capacity but is faster.
• Outdated drivers. Check the driver edition and update if necessary.

In general, a slow output can be corrected by adjusting the print or copy preferences. Take advantage of more economical settings and speed up the device.

3. Paper Problems

When it comes to small office imaging technology, the paper jam is the most infamous problem of all. However, copy machines and MFPs can suffer from a host of paper problems, including:

• The toner rubs off or does not set. In this case, the incorrect paper is being used. Use a paper meant for laser printers. If it is the correct paper, check the fuser roll for worn out parts.
• Paper jams keep happening. The paper or the tray is misaligned. Try resetting it. If that does not work, other hardware may be worn out and needing replacement. This also happens occasionally with automatic document feeders. Therefore, make sure the paper is set in the tray and is stacked neatly together.
• Wrinkled jobs. Creases, wrinkles, or wet-looking paper happens when the paper has been stored in humid conditions. Make sure the paper in the tray is completely dry.

Paper problems often happen when the wrong paper is being used. Always double-check which paper type the device supports.

4. Discolored Printing

Discolored, faded or off-colored prints generally indicate a problem with the cartridges. They may appear in many different ways, including:

• Elements printed in black appear blueish or not quite black on inkjet devices. The key (or black) cartridge is empty. The device is creating the appearance of black by mixing the other three colors.
• Traces of color in black and white settings on color devices. In this instance, there is a color leak occurring. Remove the toner, clean the machine, and insert a new toner cartridge.
• Fading or discoloration in monochrome laser copiers. Discolored toner may indicate poor quality toner, incorrect print density settings, or a problem with the photoreceptors. Try adjusting the print density settings on the device before inspecting the toner or internal components.

First, check the toner levels and address any low or empty cartridges. Then check the settings on the device. If neither of those work, contact a technician to inspect the device’s parts.

5. Nothing Happens

There is nothing more concerning than pushing the ‘print’ button, and nothing happening. It is a common problem with several common causes, including:

• Sending a job to the wrong device. If the task is sent from a computer or mobile device, check that the correct device is selected.
• The computer and device are not connected. Check under ‘Devices’ and ‘Printers’ to see if the computer recognizes the device. If so, check that the driver is installed and up to date.
• The device is asleep, not turned on, or not connected to a power source. Check that the device has been turned on and has power.
• The network is down or unavailable. Check the network.

If all else fails, try restarting the device. Turn it off for a few moments before turning it on again.

Small Business Copier Repair with RJ Young

A small business copier, like all machinery, occasionally needs to be serviced or repaired. On common devices, such as the HP Laserjet Pro and Canon ImageCLASS, many fixes are quick and easy. Others, however, require the attention of a trained certified professional. If a quick troubleshooting session does not solve the problem, consider contacting a specialist such as RJ Young to get a fast, effective solution to any office technology problem.

Even if your office equipment was not purchased from RJ Young, their team of trained professionals can service the equipment.

RJ Young provides organizations with the best-in-class repair services for your small business copiers. Contact us today to get started!