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A good copier is something most of us probably take for granted. Inevitably, though, something will go wrong.
Sometimes the copy machine simply gets old or is too small for the demands being placed on it. Other times it's the user's fault, like when an office worker spills coffee on the machine or a Christmas party gets out of hand. Trust me, we’ve seen it all.
Here are a few copy machine maintenance tips from our Managed Print expert technicians to keep your copiers from breaking, jamming or delivering inferior copies and prints.
First things first; here are some of our favorite tips for keeping your copiers happy:
Sometimes, annoying streaks and lines can appear on copies and prints. Fixing streaks can be as simple as cleaning the glass. Simply use glass cleaner sprayed on a cleaning cloth to clean it off (don’t spray directly on the glass).
However, if you find lines on your page that don’t go away, it may be time to place a service call. Lines on your copies or prints can be a sign of a dirty roller inside the machine that requires a trained professional to access, remove and clean.
Meanwhile, you can try running a few blank copies on clean, fresh paper, which can help lessen these marks by picking the loose toner up as they pass through the machine. As a preventative measure, try cleaning the “slit glass.” Look in your copier manual for the location of this piece on your device.
Another issue that can be frustrating is when the machine is telling you to load paper, even though there is clearly paper in the trays. On most machines, you can go into the copy screen and select a paper source.
If all paper trays are loaded, then the problem is likely something with the job you’re trying to send, like an image that is too large for the paper selected, or the size of the document doesn’t match the size of the available paper.
Most paper jams are easy to clear. Look for a blinking light on the control panel, open the correct access door, and remove the paper. Of course, other times it's not quite that easy.
When you get a paper jam, follow all prompts on the screen including opening and closing the paper drawer. If nothing clears up the issue, you may need to clear your pending jobs and resend them.
While your first instinct might be to rip open the drawers and dig around blindly for a paper jam, always follow the recommended screen prompts on the display panel. If you open the components too quickly, parts of your paper may tear and be impossible to retrieve without the tools and expertise of a service technician.
Many new copiers have an interface that is as simple to use as any other touch screen device. However, there are times when an error code is unclear or confusing.
To find an error code on a Canon machine, users need to press the copy key on the control panel of most models. Some Lexmark machines display a vague “900 Firmware” error when the printer first starts printing after being idle or off. The issue is usually caused by a corrupt print job or printing something from a web page. To solve this issue, clear the print queue and try resending the job.
One thing is certain, don’t ignore error codes, such as “waste toner reservoir is full.” Waiting too long to empty it could result in big (and messy) problems.
If you don't use the right toner for your copier machine, you might cause serious damage that will require a costly repair and may even void your warranty. Every copier's owner’s manual lists the types of toner the machine is compatible with. Check with your service provider and ensure that everyone in your office is using the right product for the right job.
We also don’t recommend buying toner or supplies from cut-rate suppliers, or you could be the victim of a Toner Pirate. Likewise, don’t skimp on copier paper. Cheap paper can lead to excess dust buildup inside the machine, resulting in poor quality images.
With proper use and maintenance, you will not only prolong your copier’s lifespan, you’ll also keep things running smoothly for everyone in the office. If you struggle with frequent copier repair issues, you can request assistance from your office equipment repair and maintenance service company.
Have more questions about your equipment and how a Managed Print program can save time, headaches, money and more? Start realizing its benefits by reaching out to Gordon Flesch for a free, no obligation assessment today, and be sure to check out our guide below.
