A malfunctioning copy machine can bring office productivity to a grinding halt. Fortunately, many common copier issues can be resolved without contacting a service technician. In this article, we’ll share practical, do-it-yourself tips for maintaining and repairing your office copier.
From clearing paper jams and fixing streaks to understanding error codes and loading paper correctly, these simple steps can help extend the life of your machine and keep your workflow running smoothly. Learn how proactive maintenance and a few quick fixes can reduce frustration, save time and increase office productivity.
The information in this article was gathered from Gordon Flesch Company (GFC) Service Technicians, our experts in Managed Print troubleshooting and repairs. Read on and you’ll learn how to keep your copier in tip-top shape with answers to some of our most frequently asked questions such as:
Now, let’s dive into each of these maintenance tips and quick fixes to help keep your copier running at peak performance.
GFC customers receive customized equipment training based on the needs of each group of business users. While copy machines may be configured differently, there are maintenance tips that we recommend, no matter the brand, style or model. Here are our favorite proactive DIY copier maintenance tips, designed to keep your copier running smoothly:
Fixing streaks and lines on paper can be as simple as cleaning the glass. Spray glass cleaner on a cleaning cloth and clean the small strip of glass located on the left side of the scanner assembly as well as the larger platen glass. (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.
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 a particular error code means, and you are a Gordon Flesch Company (GFC) customer, reach out to our customer support team and they will help you determine the right course of action. If you're not a GFC customer, try an online search for the error code, including equipment manufacturer name and device model number. Error codes are often caused by corrupt print jobs. 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.
Most paper jams are easy to clear. Look for a blinking light on the control panel, open the correct access door, look for the green jam removal handles and remove the paper.
If you have 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.
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.
The wrong toner in your printer could cause serious damage and costly copier repairs. It may even void 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 GFC. We’ll answer your questions and talk through how a Managed Print program can save time, headaches, money and more.
And to better secure all of your copiers and print fleet equipment, consider adding Output Management Software. With it, you’ll gain these 10 benefits.
