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Having Copier Issues? Here’s How to Resolve Them

Innovative office managers often find a way to defuse employees’ copier frustrations with understanding and humor. Posting a notice near the equipment can acknowledge its frailty when someone needs it the most. One such sign stated: “The operability of this machine varies inversely with your need for it to perform.” A deadline is not usually a laughing matter, and authors of documents want and deserve performance on demand, leave copier issues in the past.

Resolving Paper Jams

Recycling is good for the environment, but low grade, budget paper can produce more dust residue than a quality product. Dampness in the office environment can affect paper and prevent the printer rollers from picking up a single sheet. Paper jams often result from a mechanical problem, and you can correct them with a little persistence and a lot of patience.

1. Turn off the equipment and unplug the cord.

2. Open the cover and the paper trays.

3. Locate the jam and gently pull the paper in the direction in which it was traveling to avoid tearing it.

4. Check the rollers for dust or dampness and wipe them clean.

5. Close the cover and the paper trays.

6. Plug in the cord, turn on the power, cancel any error messages and press print.

Correcting Slow Output

Almost everything about printing causes frustration when it does not work properly. Your office’s document developers may relax when you remove a paper jam, but a sluggish production can drive them crazy just as quickly. Settings, memory and driver issues are usually at fault, but you can adjust them.

High-resolution images contain more data than standard ones, and they take longer to print. For internal office use, documents may not need crisp precision and can produce an acceptable copy in draft mode. For presentation documents that contain complex images, you may want to add memory to help your printer keep up with office demands. Here’s how you can get a faster output:

1. You may need to sacrifice your paper budget by printing on one side instead of two to speed up production. Change your settings to simplex mode instead of two-sided.

2. Graphic-intensive documents need a PostScript driver, but PCL prints faster and is the best choice for text.

Discovering Reasons for No Output

Even though office workers may believe that the printer does not like them, it almost always has tangible reasons for not printing a job. Quite often, an embarrassing oversight is the cause. Writers who choose to send a document to the main printer need to select it as the default. Otherwise, a printer in another office may have a stack of output waiting for pickup.

Communication between the printer and network- or USB-connected computers requires an installed print driver, a point that is easy to overlook. Failure to check some mechanical matters can delay printing as well.

1. Confirm that the printer is turned on.

2. Check that the cables have a secure connection.

Veteran computer users know the value of shutting down and restarting a software application. A reboot of the computer can dislodge the output from the queue and initiate printing, or you may need to turn off the printer and let it rest for 10 minutes or more.

Understanding Paper Selection

The texture of paper directly affects the quality of the image that toner creates on a page, and smooth paper is the best choice for your copiers and printers. Weight matters too, and your best bet is a 20-pound bond, the paper that most offices choose.

You may have noticed that the “paperless office” never materialized despite predictions that hard copies were on their way to extinction. The standard bond works well in your copiers and your printers, and its lighter weight makes it resistant to jamming. For routine printing of documents, web pages, emails and faxes as well as high volume print jobs, it is the most reliable and least problematical.

While office copiers and printers are so commonplace that they may attract little or no attention until they stop working, they are marvels of technology. On the inside, they combine laser beams and electrical impulses to convert millions of pieces of data into words and pictures. Paper feels hot when it emerges from your printer or copier because the toner has melted into images. With such precision, the equipment needs a paper that conforms to high standards.

Aligning Technology with Your Needs

We take pride in our 30 years of serving Charlotte’s businesses with support for all aspects of print production. We understand technology, and we can make it work for you. Copier issues shouldn’t be your problem, let us take care of them. Our managed services relieve you of concerns about productivity, and we can resolve any technical issues that prevent your business from flowing as smoothly as usual. Contact Technocom for any equipment questions and needs.