Mysterious error messages. Paper jams out of nowhere. Prints that are faded or streaky. Running out of cyan ink even when you’re just trying to print in black and white. Sound familiar? Sometimes, printers just don’t want to cooperate.
It’s more than just a minor inconvenience when your printer refuses to print. If you’re facing a tight deadline and your printer decides to stage a rebellion, the frustration can quickly escalate into serious stress. Printer problems aren’t just small workplace annoyances; they can bring crucial tasks to a halt and dampen team morale.
While we can’t magically fix every printer issue right now, we can offer you a comprehensive guide to troubleshooting some of the most common printing errors. And yes, we might mention our products here and there, but we promise to sprinkle in genuinely helpful tips along the way!
1. Printer is Offline
First things first, think back – was your printer working correctly before? If it was, start with the basics. Check if the printer is actually powered on and look for any error messages displayed on the printer’s screen. Verify the connection – is the USB cable securely plugged in, is the Wi-Fi connected, or is Bluetooth enabled? A simple test is to try printing from a different device. This will help you quickly determine if the problem lies with the printer itself or with your computer or device.
If you’ve gone through these steps and your printer is still stubbornly offline, a more drastic measure might be necessary. Uninstalling and then reinstalling the printer software and drivers is often a last resort because it can be time-consuming. And, let’s be honest, the age-old advice of “turn it off and on again” really does work wonders sometimes. So, when all else fails, try restarting all devices involved – your printer, computer, and even your router.
2. Wi-Fi Connection Issues
Is your printing process agonizingly slow, and are you connected via Wi-Fi? Slow internet could be the culprit. Both you and your printer might be suffering from a sluggish Wi-Fi connection. Try moving your printer and your computer or device closer to your Wi-Fi router or modem. If physically moving closer isn’t an option, double-check that your printer is indeed Wi-Fi compatible. If it is, make sure to update the printer’s firmware. Firmware updates often improve performance and can boost Wi-Fi speeds. If the Wi-Fi remains slow despite these efforts, consider switching to a wired connection. Just like Tony Stark in Iron Man 2 opted for a physical arc reactor, sometimes a direct cable connection from your router to your printer or device is the most reliable solution.
3. Crooked or Misaligned Text
You’ve sent your print job, the connection seems fine, and the printing speed was reasonable. You collect your document shortly after hitting print. But then you notice it – the text isn’t straight! Entire paragraphs are misaligned, or some lines are printed overlapping each other.
This issue is quite common with inkjet printers and often points to a need for print head calibration. You might see this happening particularly after replacing an ink cartridge. Even though the new cartridge is fresh and the ink nozzles are clean, new print heads sometimes require alignment. However, print heads can become misaligned over time, even without recent cartridge replacements. So, it’s always a good idea to check the head-alignment settings on your printer. Usually, you can find this option within your printer’s settings menu, either on the printer itself or through your computer’s printer management software.
4. False “Low Ink” Warnings
You literally just replaced the ink cartridge – maybe just five minutes ago. Yet, your printer is flashing a “low ink” or “ink empty” warning. Before panicking and assuming you got a faulty cartridge, try a simple power cycle. Turn the printer off, wait a few seconds, and turn it back on again. Sometimes, the printer needs a reboot to properly register that a new ink cartridge has been installed.
If restarting doesn’t clear the warning, delve into your printer’s utility software or your device settings. Look for an option to manually override the ink level warning. Alternatively, if the printer indicates low ink but the print quality is still acceptable, consider it like your car’s fuel gauge. Just like some car gas gauges can be a bit pessimistic, printer ink level warnings can sometimes be premature. You might still have a significant amount of ink left even when warned.
However, it’s always wise to be prepared. Ordering ink and toner cartridges in advance is a good practice. That way, when you genuinely run out of ink, your replacements are readily available. (By the way, for more efficient ink and toner management, print analytics software like PaperCut Views can help you track ink and toner levels accurately).
5. Wet, Streaky, Smeared, or Smudged Ink
Does your printed document resemble a toddler’s finger painting more than a professional printout? If your printouts are consistently wet, streaky, smeared, or smudged, start by checking the ink cartridge. Make sure it’s the correct brand and model for your printer. While you’re at it, also inspect the print heads to ensure they haven’t been replaced with an incompatible type at some point.
If both the ink cartridge and print heads are correct, the issue is likely related to the paper you’re using. It might not be the appropriate type of paper for your specific print job. Double-check your print settings and confirm that the paper type selected in your settings matches the actual paper loaded in the printer. Using the wrong paper type, especially paper that’s too thick or glossy for your printer or ink type, can lead to ink not being absorbed properly, resulting in smudging and smearing.
6. Wrong Colors Printing
On your screen, the colors of your documents are vibrant and accurate. But on paper, they emerge as funky, distorted, almost impressionistic versions of their digital selves. The difference between color on screen and color on paper is a complex topic. Unless you’re a professional designer with a meticulously calibrated setup, remember that the way light from a screen interacts with your eyes is fundamentally different from how color is fused onto a physical page.
Slight color variations, such as a shade or two darker or lighter, can often be attributed to this inherent screen-versus-paper phenomenon. However, if you’re seeing a drastic color discrepancy – for example, purple on screen turning into orange on paper – you might need to manually recalibrate your monitor. Also, it’s worth checking your ink levels. Low ink, especially in one or more color cartridges, can significantly skew printed colors.
7. Paper Jams
Not the fun music kind. Constant or frequent paper jams can be caused by a multitude of factors. If you encounter a paper jam, and there’s no obvious piece of paper visibly stuck in the feeder or rollers, look carefully for smaller culprits. Paperclips, staples, or even accumulated dust particles can obstruct the paper path and cause jams.
Overfilled paper trays or incorrectly loaded paper are also common causes. Ensure that paper stacks, paper trays, paper feeders, and printer rollers are properly aligned and inserted.
A simple fix to try is removing the paper stack entirely and wiping it down with a clean, dry cloth. This helps eliminate static, dust, and tiny dirt particles that can contribute to jams. Check that all the sheets are neatly aligned and free of wrinkles or creases. Give the stack a gentle fan or wave to separate the sheets and then straighten it like a deck of cards before carefully re-inserting it into the tray. Make sure the paper is flush with the margin guides at the bottom of the tray; these guides help keep the paper properly aligned during feeding.
Also, verify that all sheets in the paper tray are of the same thickness and weight. Sometimes, switching to a different paper brand can introduce slightly thicker or thinner sheets, which can contribute to paper jams. As a general rule, try reducing the height or size of the paper stack in the tray. You can even test with just one or two sheets to see if the issue persists with a smaller quantity before loading a full stack.
8. Ghost Paper Jam
Your printer is insistently displaying a “paper jam” error… but you’ve meticulously opened every paper tray, thoroughly checked every roller, and rearranged the paper more times than a nervous card dealer. Yet, no paper jam to be found! You’ve likely encountered the frustrating “ghost jam.”
What happens in a ghost jam is that over time, paper lint accumulates and cakes onto the printer’s internal gears and paper feeding mechanism. This buildup can trigger a false “jam” error message. The solution, thankfully, is relatively straightforward: clean the paper feeder and all accessible gears. If you’re unsure how to clean these components yourself, or if you want to prevent these lint-induced ghost jams altogether, this is where a Managed Print Service vendor can be incredibly helpful. They can provide regular printer maintenance, including cleaning, to prevent issues like ghost jams.
9. Slow Print Speeds
If your printer’s speed is slower than a sloth working at the DMV, you’re probably using an inkjet printer. Inkjet printers are known for their slower printing speeds compared to laser printers because the ink application process is more intricate and the ink needs time to dry to prevent smudging. However, slow print speeds can also occur with laser printers.
If your document is printing at a snail’s pace, consider the document type and orientation. For instance, printing a horizontal PowerPoint presentation or a slide deck in full color will naturally take longer. Similarly, if you’re printing duplex (double-sided), the printer needs to physically flip the page, which adds to the overall printing time.
However, if you’re printing a simple one or two-page black and white text document, and it’s still taking an unusually long time, check your printer settings. For quick printing of basic documents, ensure you’ve selected basic print settings. Higher quality print settings, especially for color or graphics-heavy documents, will always increase printing time. Look for options like “Draft” or “Normal” print quality for faster output when print quality isn’t paramount.
10. Spooling Errors
Print spooling programs act as intermediaries, buffering print jobs between your computer and the printer. This spooling process is what allows you to queue up multiple print jobs and send them to a shared printer, even while the printer is still processing previous jobs.
In Windows systems, this spooling service is known as the “Print Spooler.” macOS and Linux clients use CUPS (Common UNIX Printing System). Print spooler errors can manifest in various ways, but a common symptom is a persistent “Paused – Spooling” message, indicating that the print job is stuck in the queue.
Most print spooler errors ultimately stem from a communication breakdown between your computer and the printer. Think of spooling errors as an early warning sign for your printing environment. If spooling issues occur frequently, it often indicates a deeper underlying problem with your print setup – and the printer driver is a prime suspect.
So, if you encounter persistent spooling errors, it’s best to consult your IT support or system administrator rather than repeatedly hitting the print button in frustration. Spamming the print button will likely only exacerbate the spooling delay and potentially waste paper if and when all those queued print jobs eventually clear the spooler and print. For a deeper dive into this issue, you can read more about printer spooler issues and how to fix them.
11. Print Driver Problems
A significant number of printing issues, from print quality problems to connectivity glitches, can be traced back to the print driver. If your print driver is outdated, corrupted, or incompatible with your printer or operating system, it can compromise both printing speed and print quality.
An easy preventative measure is to regularly update your printer drivers. While driver installation might seem straightforward, the process can sometimes be complex, and downloading and implementing the correct driver can present challenges. For more insights and alternative approaches to printer drivers, you can explore our top printing workarounds which include various printer driver alternatives and troubleshooting tips.
12. Expensive Print Jobs
The cost per printed page is calculated based on the combined expenses of ink, toner, and paper used for each print job. If you find yourself constantly replacing ink cartridges and your printing costs are spiraling out of control, making printing seem unnecessarily expensive and not cost-effective, there are several quick and easy adjustments you can make to reduce your printing expenses.
The first and most impactful step is to set duplex (double-sided) and grayscale (black and white) printing as your default settings for all print jobs. Duplex printing immediately cuts your paper consumption in half, and printing in black and white significantly reduces color ink usage. These simple defaults offer immediate and substantial savings.
Beyond default settings, it’s always beneficial to carefully review how many pages you actually need to print before hitting the print button. Often, you might only need specific pages from a document – perhaps just pages 2, 3, and 6. This is especially common when printing content from websites, where you might end up with numerous blank pages along with the few pages containing the actual content you need.
Regarding ink consumption, check whether you are using standard or high-capacity ink cartridges. High-capacity cartridges have a higher upfront cost, but they yield significantly more printed pages compared to standard, lower-capacity cartridges, ultimately providing a lower cost per page in the long run. Also, consider the source and quality of your ink. If you’re using third-party ink cartridges not manufactured by your printer’s brand, the ink quality might be lower, potentially leading to a higher cost per page due to less efficient ink usage or needing to reprint due to poor quality.
For organizations with substantial ongoing printing expenses, the type of printer or multifunction device (MFD) you’ve chosen can significantly impact your cost per page. This is why many businesses opt to lease higher-end MFDs and printers. While the initial lease cost might seem higher, these devices are often designed for efficiency and can deliver a much lower cost per page over the long term. Even if the initial investment appears more expensive, the long-term savings can be considerable. For more strategies on minimizing print costs and reducing waste, read our blog on waste control.
13. Clogged or Banding Print Head Nozzles
This is primarily an issue exclusive to inkjet printers due to their ink delivery system. Inkjet printers use tiny nozzles, similar to miniature spray cans, to precisely spray ink onto the paper. These print heads and nozzles can sometimes become clogged or obstructed by dust, dirt, or dried ink, especially if the printer isn’t used frequently.
If your prints exhibit uneven ink distribution, with alternating light and dark bands across the page, this phenomenon is known as “banding.” Banding is often caused by faulty printer drivers or underlying hardware issues. For both clogged nozzles and banding problems, the first step is to inspect the print head. If the print head appears worn out, damaged, or excessively old, replacing it might resolve the issue. Many inkjet printers have replaceable print heads. Consult your printer’s manual for instructions on how to access and replace the print heads.
PaperCut Print Security Lifecycle
14. Security Breaches Through Printers
Are you concerned that your printer might be a potential entry point for network security threats? Many organizations focus heavily on cybersecurity but often overlook printers as potential vulnerabilities. However, printers, like any network-connected device, can be targeted by hackers and used to gain unauthorized access to your network. Once inside, attackers can unleash malicious activities, such as uploading malware or ransomware.
The most fundamental security measure you should take is to immediately change the default password that came with your printer. Default passwords are widely known and easily exploited. Beyond password changes, ensure your printer’s system is protected with up-to-date firmware and software security updates and patches. Outdated and unsupported software versions are more susceptible to known exploits and unpatched bugs. Keeping your printer’s firmware and software current is crucial for maintaining a secure printing environment.
15. Mobile Device Printing Issues
If you’re unable to print from your mobile device, the problem might lie with the software or app you’re using for printing. There could be compatibility issues with the printer manufacturer’s app, the mobile operating system (OS) app, or the app itself might be outdated.
First, check for updates for the printing app you’re using. Manually updating the app software to the latest version can often resolve compatibility problems and bugs that might be preventing mobile printing. If updating doesn’t work, try using a different printing app altogether. For example, PaperCut Mobility Print is a free app designed to simplify mobile printing across various platforms and printers.
Solve Your Printing Problems with PaperCut Print Management Software
When it comes to the software side of print management, particularly the automation of print driver deployment, streamlined print queue management, and centralizing print policies and print settings, implementing PaperCut software can be a highly effective solution. A robust print management solution like PaperCut can address and prevent many of the common printer problems outlined above.
We offer a comprehensive suite of print management solutions that provide extensive print enablement and management functionalities. If you’re serious about solving your printing problems for good and creating a more efficient and reliable printing environment, we encourage you to compare our products to see which of our print management solutions best suits your needs and can alleviate your printing frustrations.
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