Troubleshooting

Common Problems

Problem: Paper jam

So, you have remedied the cause for slow printing only to end up with the King of All Printer Nightmares – the paper jam.

Solutions:

Your User Guide or control panel instructions should walk you through this easily enough. In fact, some Xerox printers provide video assistance and lighted interiors to make jam clearance a snap. Start by inspecting the paper path and remove any jammed material, being careful to take out any stuck paper straight —and above all—not tearing it. If it’s caught between rollers, follow the guide on how to release the pressure.

If it’s a misaligned paper that caused the jam, remove the tray to make sure the paper is positioned correctly and reseat the tray. Sometimes you may find no misfed sheet at all, in which case you’ll need to remove the paper stack, check to see if it’s squared properly and reposition it back in the tray—all after taking a deep breath.

As a rule, you should always make sure the type of paper being printed is supported by your printer. And remember to store your paper where it’s dry to avoid moisture that can make printing difficult.

Checking for ink issues

If the printer's ink or toner is low, replace it. Low ink or toner is much more often a problem with inkjet printers than with laser printers. Making matters worse, many inkjet printers are notorious for not printing at all when even one of their multiple ink cartridges is empty. In other words, if your printer is out of yellow ink, you may not be able to print a black-and-white text-only document.

When your printer's ink needs to be replaced, you should get an alert message on both your computer and the printer's display. If you don't see a warning but suspect a problem, select your printer in the Print & Fax system preference, click on Options & Supplies, and then click on the Supply Levels tab for information.

Tip: A message that says you're low on ink may be incorrect. Especially if you haven't used the printer for a while, the problem may be that the print head's nozzles are clogged. To check for this, and hopefully fix the problem, clean the nozzles with the appropriate feature in the printer's utility. (The manual that came with your printer should provide details.) If that doesn’t work, it may need a deeper cleaning- Call us and we can help.

Problem: Really bad looking prints

Your printer is operating perfectly—but your final product looks terrible. Smudges, poor image quality or faded type make even the best documents look sloppy and unprofessional.

Solutions:

Try these easy fixes for better quality laser printing. If your issues persist, the problem is more likely to be due to supplies or hardware.

Check your print driver to make sure you have the correct paper or media selected.

Double check that the paper loaded in the tray matches the type selected in the printer driver.

In some laser printers, the fuser has an adjustment for paper type. If your printer’s fuser can be adjusted manually, check to see that it’s set properly but be aware: fusers get very hot so exercise caution.

Check out your toner cartridges, imaging unit(s) and the fuser for damage. These components vary by model and manufacturer so it’s best to refer to the User Guide.

If you’ve got smudge marks, print several blank sheets of paper and they will eventually fade away.

Problem: My printer isn’t printing

Next to the almighty paper jam, nothing happening also ranks high on the printing problem list.

Solutions:

First, check that you sent the print job to the right printer; you may very well be printing dozens of documents in the next department. To make your main printer your default, click navigate to Printers and Faxes in Windows®. Right-click on your printer icon and select Set as default printer.

Did you check that there is enough—and the correct kind—of paper in the tray? While you’re at it, make sure your printer is on and that all cables are secure. Both USB- and network-connected computers require that the print driver be installed on the computer you’re printing from. Print drivers with a two-way communication feature can tell you what might be causing your issue via desktop or driver notifications, without making a trip to the printer.

And finally, if your printer just won’t print or your print job seems stuck in the queue, the easiest solution is to restart. Begin by restarting your software application. If that doesn’t work, reboot your computer. Lastly, turn off your printer for a few minutes before switching it back on.

Before upgrading the FIRMWARE-

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Paper Shredder troubleshooting and best practices

When a paper shredder fails, there are usually a few easy to address reasons. Following a few extra tips will also vastly extend the life of the shredder.

If the shredder won’t run at all, but it is plugged in and turned on, ensure the bin is securely installed. This is a safety feature on most shredders.
Don’t fold papers before placing them in the shredder, even for multi-page rated units.
Avoid putting adhesives like stickers or papers with glue residue into the shredder as these can cause jams.
Feed CDs or credit cards through individually. Use the designated slots for CDs or cards if applicable.
When the shredder slows, or gives a whirring sound with no movement, the cause could be over-feeding or fast feeding the shredder, where too many pages are put through one after the other.
Constant use can lead to overheating or cause a false jam reading. Let the unit take a break for at least a minute after 10-15 minutes of non-stop shredding to avoid overheating.

Dealing with a paper shredder jam

If there is a jam in the paper shredder follow these steps to correct it:

Check the safety lights. Sometimes these will signal if the bin is full, there is a jam, or if it is just overheated. Unplug the unit and let it cool down for an hour, then plug it back in and test with one sheet.
Shut off and unplug the shredder anytime you open it.
Empty the bin.
Turn the shredder back on and switch it to reverse. Sometimes this will loosen the jam.
If it jams in reverse, slowly switch it back to forward or auto.
- Rotating directions a few times may free the jam.
- Still jammed? Unplug again and…
Remove the top of the shredder.
Clean out the blades using tweezers or a pair of pliers. Use your hands ONLY if you are sure the shredder power is off and the unit is unplugged. (Many shredders have a safety feature for the top, but not the bottom where the blades are located.) Use a flashlight if necessary.
- Use pliers to remove jammed plastic from a credit card or CD.
- For looped paper jams, cut through the loops and pull out each piece.
- Always pull steady and firm, not yanking.
Run through a reduced paper load as a test.
- For 7-page shredders or higher, use a single sheet of heavy cardstock and carefully push it through if the blades are moving slowly.

Basic paper shredder maintenance

Follow these tips to make sure your paper shredder runs smoothly:

1. Have an office schedule to empty the shredder

Depending on the volume being shredded the bin should be dumped at least once a month, even if it is not even full yet.

2. Occasionally run the shredder in reverse

Running the shredder in reverse will help keep the area between the blades from wadding up with paper.

3. Clean the shredder blades

Once a month, or after a major shredding, clear out the blades -after removing the remnant bits of paper, use a can of compressed air to clean out the dust and smallest pieces stuck in the blades.

4. Lubricate the shredder

Opinions on the use of shredder oil varies, but it is an inexpensive item that can extend the lifespan of a well-used shredder. Fellowes (one of the most common manufacturers of office shredders) recommends the unit be lubricated every time you empty the waste bin, while others suggest oiling only post-jam or once a month.

Beware of using alternatives to shredder oil, such as WD-40 or canola oil, since they can both gum up and ruin the shredder. In addition, canola oil may become rancid if stored in warm environments. Another similarly priced option is to use lubricant sheets, which are cleaner.

Wax paper is an excellent "oiler." Buy a roll at the dollar store, then pull out a sheet about the size of a loose-leaf notebook page, then run it through the machine. Repeat the procedure, but, turn the sheet around to get the wax on the other side of the blades. No residue, no smell, no fuss, no muss.

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Troubleshooting

Common Problems

Paper Shredder troubleshooting and best practices