Skip to content

How To Handle Simple Office Printer Problems

How To Handle Simple Office Printer Problems

How To Handle Simple Office Printer Problems

Not every printer problem requires the attention of a technician. Some can be handled and be fixed using simple techniques. I will be revealing some of the possible ways you can use to fix some problems coming from your office printer.

Meanwhile, before we proceed let us discuss other vital information you need to know about office printers to help you gain rooted knowledge of all that will be discussed in this post. In that case, do not be in a hurry.


There are varieties of printers in the market from Industrial 3D printers, DI printers, wall printers, office printers, and lots more. The office printer is a special type of printer used mainly for the printing of documents. The document may include images, photos, and lots more. Because of its purpose, office printers usually handle A4 papers and other smaller paper sizes, unlike other giant printers.

Office printers also have other functions incorporated in most of them such as scanning of documents, photocopying of documents, and wireless input commands, etc.

In terms of operation, the office printer is a simplified version of a printer meant for medium size document use mostly in everyday business and office activities. It is the most common type of printer someone could see both in the business centers and offices.

It is equipped with a printer carriage bearing two or more types of ink cartridges for color and black printing purposes. When the roller rolls the paper into the printer as it passes through the designated routes, the cartridge moves over the paper to make all the necessary printing on paper based on the command received from the computer or other activated input command.


Having known what an office printer is and how it works, you equally need to understand the safe ways of operating the office printers.

Just like every other electronic device, office printers have specific safety rules meant to prolong the lifespan and provide best operations of the printer at all times.

Here are safety tips in the handling of office printers:

  1. To avoid paper jam, ensure that you position the paper in a proper way as indicated by the arrow or any other sign on the printer.
  2. Do not interrupt the printer once it has drawn the paper inside because it could cause complications such as paper jam.
  3. Do not open the sensitive part of the printer even when it is in an idle state. Any such part can be accessed by a technician if a serious problem or fault develops.
  4. Clean the base of the printer where the cartridges settle after printing and its surroundings because they are usually stained with spilled inks. Clean with methylated spirit, fuel, or ethanol soaked in wool or toilet tissue.
  5. If a paper jam occurs, do not try to remove the paper by dragging it back or pulling it from the paper outlet of the printer. Instead, open the paper evacuating opening at the back of the printer and use the open to access the trapped paper and remove it from the printer.
  6. When loading paper on the printer, try to flip the paper lips to reduce the possibility of overlapping of papers.
  7. Always take note of ink level indication and change the cartridge or refill the cartridge whenever it is necessary.
  8. If you are not using the printer for a long time, remove the cartridges and wrap them in nylon bad and clean any trace of dirt or ink with the mentioned volatile liquids.


Now that you have known some of the required care needed in the handling office printers, you equally need to know some of the common problems of the printer.

Some of the common problems office printer include:

  1. PAPER JAM: This is the most common problem that can happen at any time. It is a situation where the paper sticks inside the printer without being able to pass through the designed route for printing to occur. This usually happens because the paper mistakenly passed through the wrong channel or one of the rollers did not get a firm grip on the paper. Most paper jams are caused by the operator especially in the positioning of the paper or interruption of the printer while in operation. However, defective roller and other parts of the working mechanisms could also cause paper jam. As earlier stated, a small mistake in the positioning of paper can result in a paper jam.
  2. RATTLING SOUND: sometimes office printers could develop rattling sounds while printing or carrying out any other operations. When a component of the mechanism has gone bad and paper no longer has designated seating for printing the rattling sound could be a good sign for it.
  3. PAPER NOT SEEN: Sometimes your office printer could signal that it is not seeing paper to carry out the printing command and it could be happening even after loading the paper. This could be as a result of improper loading or the paper-picking roller has gone bad.
  4. LOW INK SIGNAL: low ink or similar signal could be coming from any office printer that has been in use for a long time or just put into use after being idle for a long time. It could be coming from a faulty cartridge or it could be that the ink in the cartridge has actually depreciated.
  5. NO PRINTING: sometimes everything could be working properly but the paper rolled into the printer will be rolled out blank without any printing on it. This is very common in office printers and could get the operator confused on what to do. There two possible factors that could cause such occurrence, is either the carriage is not responding or the cartridge(s) is faulty.
  6. CARTRIDGE NOT SEEN: this usually happens after refilling or replacing cartridges in the office printer. Sometimes it could happen after removing the cartridge and try putting it back after a long time. The cartridge sensors fail to recognize the cartridge as a result it sends a ‘Cartridge Not Seen’ response on the screen. It is a common problem especially in old office printers, I mean office printers that have been in use for a long time.
  7. NO SIGNAL/RESPONSE: this happens when you issue the ‘print’ command to the office printer either through a computer, a tablet, or a Mobile Phone and the printer refused to respond. In that case, the office behaves as though nothing has been sent to it. It is a clear case of a lack of proper connection between the office printer and the input command device.
  8. POOR PRINTING: poor printing occurs when the printer keeps printing out faded printing or broken lines printing. In a clear term, it simply implies printing below the expected quality.
  9. NO POWER: this is not always common with office printers but could mean a serious problem if it occurs and confirmed to be coming from the printer. When your office printer could not ON or receive power supplied to it, two things could be responsible, it is either the power adapter has burnt or the power board of the office printer has burnt.


  1. PAPER JAM: Every paper jam problem has a similar solution. Carefully open the cover located along the line of the paper channel mostly at the back of the office printer and remove the trapped paper from there. Before operating the printer again ensure that you have removed all pieces of trapped paper and switch off the printer for few minutes and turn it On again. This will help the mechanisms reset themselves for another printing. Position the paper properly. You can also send the printer to a technician to check the rollers if the paper jam problem is consistent in all operations you tried to perform.
  2. RATTLING SOUND: such sound usually disappears on its own in the next operation. But if the sound is coming as a result of a damaged part in the moving mechanisms it will be regular in all printing operations, in that case, you need to take it to a technician to avoid further damage to the moving mechanisms.
  3. PAPER NOT SEEN: The paper not seen issue means you need to reload the paper in the office printer. If you position the paper properly it will be easy to be picked by the printer. If the problem is not resolved after the reloading operations then the paper-picker needs to be checked by a technician.
  4. LOW INK SIGNAL: low ink signal can be resolved by refilling your cartridge, changing the cartridge with a new one, or setting the printing quality to low. Before any of the solutions will be carried out you need to know the actual cartridge that has low ink if the office printer has more than one cartridge.
  5. NO PRINTING: no printing has two possible causes, carriage or cartridge. If the problem is a cartridge, the printer will start printing if you change the cartridge with a new one. If the problem is coming from the carriage, a technician could help you look into it and know the next thing to do.
  6. CARTRIDGE NOT SEEN: as mentioned earlier, it could happen immediately you changed a cartridge or if re-inserted a cartridge in use before. The problem could be from the sensors. Use cotton wool soaked in a methylated spirit or ethanol to clean the sensors of the cartridge and that of the carriage and allow it few minutes to dry properly before inserting the cartridge. While doing that, remember to switch the printer off and remove the power cord from the socket.
  7. NO SIGNAL/RESPONSE: if your printer is not receiving any signal from the ‘Print’ input command, check the connection linking the device and the office printer. If it is a cable connection check the cable and replace it if the problem persists. If t is a wireless connection such as Bluetooth, ensure that the printer Bluetooth has made a proper connection to the device’s Bluetooth.
  8. POOR PRINTING: Poor printing could happen when the ink has gone low. The solution is to refill the cartridge or change it with a new one.
  9. NO POWER: if your office printer os not receiving any power, check the socket and the adapter cable, if everything appears to be working properly, then you need to check the office printer power board and that has to be done by a technician.

Leave a Reply

Your email address will not be published.