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Elevity Technical

DIY Office Copy Machine Repairs You Can Do

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A good copier is something most of us probably take for granted, until it doesn’t work the way it should.

Most office copier problems can be avoided with regular maintenance and repairs. Use these copy machine maintenance tips from our Managed Print technicians to keep your copiers in tip-top shape.

Routine Copy Machine Maintenance and Care

Preventative copy machine maintenance is the best way to stop issues from happening in the first place. Here are our favorite proactive DIY copier maintenance tips:

  • Shut off your copier at night and on weekends. Save on your electric bill while prolonging the life of your machine
  • Allow time for the printer to warm up. When you turn it back on, give it a few minutes to reach operating temperature
  • Run a few test prints before using the copier intensively. This is especially important if the copier hasn't been used yet, that day
  • Load the paper properly. Gently fan your stack of paper to help separate the pages. Don’t forget to keep it aligned and place it neatly in the tray
  • Clean your copier regularly. Use a damp cloth to wipe down the machine. Wipe away from any entry points so dust doesn’t fall into the paper path 

How to Fix Copier Streaks

Fixing streaks and lines on paper can be as simple as cleaning the glass. Spray glass cleaner on a cleaning cloth to clean it (don’t spray directly on the copier glass).

If streaks don’t go away with a good cleaning, it may be time to place a maintenance service call. Streaks could be due to a dirty paper roller that requires a trained professional to clean it. 

In the meantime, run a few blank copies. This can help lessen these marks by picking up loose toner as paper passes through. Also try cleaning next to the large platen glass.

My Printer Trays Are Full, But It Says I’m Out of Paper!

It’s frustrating when a machine tells you to load paper, even though there’s 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 the job you’re trying to send. An image might be too large for the paper, or the document size doesn’t match the size of the available paper. Resize accordingly and try again.

How to Clear a Paper Jam

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.

When you get a stubborn paper jam, follow the screen prompts including opening and closing the affected paper drawer. Retrieve all parts of the paper jam; even the tiniest scrap can cause damage during your next run. If nothing fixes the issue, you may need to clear your pending jobs and resend them, or call your print provider.

RELATED INFOGRAPHIC: Benefits of Managed Print

Most importantly, be gentle. While it’s tempting to rip open the drawers and dig around for a paper jam, follow the recommended screen prompts. Paper could tear and get lodged inside the printer, which might require the expertise of a service technician to remove it safely. 

How to Decipher Printer Error Codes

Many new copiers have an interface that is as simple to use as any other touchscreen device. However, there are times when an error code is unclear or confusing.

To determine a Canon printer error code, press the copy key on the control panel of most models. For Lexmark printer error codes, the machines might display a vague “900 Firmware” error when the printer first starts printing after being idle or off.

To solve this issue, clear the print queue and try resending the job. If you’re unsure what an error code means, a simple online search will usually reveal what’s going on. Error codes are often caused by corrupt print jobs or printing something from a web page. If you hit a wall, contact your managed print provider.

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.

Use Quality Toner & Paper

The wrong toner in your printer could cause serious damage and costly copier repairs, possibly even voiding your warranty. Your owner’s manual will list compatible toner and ink cartridges.

Avoid 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 premature failure and poor quality images.

If you struggle with frequent office equipment repairs, contact the helpful experts at Gordon Flesch Company. We’ll answer your questions and talk through how a Managed Print program can save time, headaches, money and more.

Maximum uptime is just one of the benefits of working with a Managed Print provider. Discover even more reasons in our infographic below.

Then, reach out to Gordon Flesch Company for a free, no obligation assessment

Benefits of managed print services infographic CTA


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