4 Ways to Extend the Life of Your Office Printers

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While some environmentally-conscious businesses search for ways to go paperless as they utilize more email and digital storage applications or document management software, paper copies are still often a necessary part of your business. In fact, the average office worker uses 10,000 pieces of printer paper during the course of a year, which places office printers in the spotlight.

With rising paper and toner costs, however, your bottom line insists you do whatever it takes to extend your printer’s life so you can get the most service out of your printer. Fortunately, here are four ways to ensure you and your staff extend the life of your office printers, helping you get the most out of this machine and ultimately saving you time and money.

1. Read the User’s Manual

The user’s manual for your printer contains invaluable information such as initial printer setup, instructions and troubleshooting. It also includes helpful diagrams to assist you in recognizing important printer components in order to remove paper jams and clean or replace parts.
Keep the manual in a safe place for future reference. If you cannot locate your manual, it’s relatively easy to order a new one from the manufacturer’s website.

2. Invest in a Maintenance Kit

Consider investing in a maintenance kit for your office printers. This kit contains replacement parts for your printer such as pickup and transfer rollers, fuser and separation pads. It may also have cleaning materials and gloves. More importantly, the kit also recommends a general printer maintenance schedule to keep your printer working.
Keeping a maintenance kit on hand allows you to quickly and easily replace parts in the printer as needed. Enduring poor printing quality, paper jams and other interruptions in your office printing because you lack new parts is a waste of time and money.

3. Watch the Physical Location

While it may seem simpler to just place your office printers in the first location that comes to mind, or where it is most convenient for the entire staff, but the physical location can make a difference in the performance of your machine.
If your office space contains a radiator or other heat source, keep the printer as far away as possible. Dry air and heat can cause a print head clog and causes toner to degrade over time.
Also, place office printers out of the way of busy pedestrian traffic to avoid unnecessary and potentially damaging bumps. Paper trays are susceptible to jolts too, so make sure the paper tray or manual feed tray is always shut and out of the way.

4. Don’t Skimp on Paper and Toner

It may be tempting to buy the cheapest paper and toner to save a little money, after all, 45 percent of office paper ends up in the garbage, by the end of the day, anyway. However, the cheap paper is more prone to stick together during stacking and printing and does not hold or present inkwell. Instead, help your paper look and perform better by using thicker, nicer paper.
Finally, store your paper supply and extra toner cartridges in a dry place, away from direct sunlight and humidity. Keep the toner in its original packaging, which is designed to protect it, until you’re ready to pop it into the printer.
By reading your user’s manual, investing in a maintenance kit, using and safely storing good quality paper and toner and placing the printer in an ideal location, you and your office staff can help your printer perform at its best.
All of these practices can potentially add life to your office printers, saving time and money. For more information on printer care or for help if your printer needs repairs, contact the professionals at Print Source.
Getting all of this done can be difficult or even impossible when your printer is not functioning like it should.
One of the most common causes of a poorly functioning offive printers is an issue with the toner or with components related to the toner. Typically, the sooner you catch and fix the problem, with the help of a professional, the less grief and hassle it will cause you.
To cut stress and to make your life and your job easier, you will want to make yourself aware of the warning signs of toner issues. That way, you can spot and fix problems before they have the chance to become serious.

Blurry Printouts

One of the early warning signs of troubled toner is if you start to notice that the pages you print out look blurry.

Typically, when a toner component goes bad, the blurriness will start out slight and then get worse as time progresses and as the issues that are causing the blurriness grow worse.
When you first notice blurred printouts, check to make sure that you are not simply low on toner. If that isn’t the issue and if the blurriness continues, then it’s time to contact a professional in order to determine what is causing the problem.

Persistent Error Messages

Few things are more frustrating than putting a nice, fresh toner cartridge into your printer only to have it return a low-toner alert or other similar error message right away.

Fortunately, when this happens, you will, in many cases, simply need to reset your office printers in order to allow it to register and process the changes that you have made.
However, if you’ve done that, and the error messages just won’t go away, something could be wrong with the toner you are using or with the toner mechanisms themselves. Either way, this issue signifies that you need some professional help.

Spots and Blotches

Something else to be on the lookout for with your printer is spots and blotches showing up on your documents.

This annoying issue could be caused by many problems. You could just have excess dust or dirt that needs to be cleaned out of the printer’s internal parts. However, the problem could also be damage to the internal toner parts, which is more serious.
To get to the root of the problem, you will want to have a professional come out and inspect the printer thoroughly. The sooner you can do this, the better since you don’t want your important documents to become illegible.

Super Slow Printing

Not all office printers work at lightning-fast speed. In fact, a printer that works a little more slowly than others is often one with greater attention to detail and higher quality printouts.
With that said, however, if you suddenly notice that your printer is working more slowly than usual, especially if the issue is causing you difficulty or wasting time in your workplace, you’ll want to have this issue looked into.
In fact, anytime that your office printers starts to do something out of the ordinary, it is a good idea to see if something is wrong with the toner or with parts and pieces that are related to the toner or to other important and connected parts of the office printers.
Fortunately, you can always find the help, advice and supplies you need to set things right by contacting the friendly professionals at Print Source.

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