Multifunction Printer Maintenance: An In-Depth Guide

Multifunction printers are valuable pieces of office equipment. They’re highly convenient and cost-efficient due to their versatile design.

However, the only way to benefit from these devices is to maintain them correctly. The following guide to multifunction printer maintenance will show you how it’s done.

What Does Multifunction Printer Maintenance Involve?

You shouldn’t take any chances with your multifunction printer. It may seem robust, but like any other machine, it’s prone to breakdowns if you don’t take care of it.

Here’s how you should maintain your printer and help extend its lifespan.

Use High-Quality Equipment

Not every multifunction printer is the same. Most machines come with unique components that only work with certain equipment.

For instance, choosing the right paper for your machine affects print quality and the dependability of the device. Bond paper might be your best option due to its uncoated surface, which enables the paper to fuse with the toner more effectively.

Whether you’re buying paper, cartridges, or other equipment, try to stick to original equipment manufacturer (OEM) products. These are the best option for your machine, as they’re specifically designed to optimize print reliability and quality.

It might be tempting to go for generic equipment, but avoid doing so. It can reduce the lifespan of the developer unit and drum, which can void your warranty and diminish print quality. As a result, you could lose more money in the long run with generic tools.

 Load and Store Your Paper Properly

Jams waste not only paper but also toner, time, and money. If you don’t load your paper correctly, it curls as it enters the system.

The following steps can help you avoid this issue:

1. Open your paper tray and expand your tray guide.
2. Remove static electricity by fanning the ream of your paper.
3. When filling the tray, don’t exceed your fill line.
4. Readjust your tray guide, making sure the paper is a snug fit.
5. Close your tray slowly and avoid moving it.

Adequate paper storage is another critical consideration. Any moisture your paper is exposed to can reduce print quality and cause paper jams.

The best way to prevent this is to keep your paper in wax-coated boxes before using it. Colored, A3, and other rarely-used paper should be sealed for as long as possible to preserve quality.

Stay on the Lookout for Ink Smears

In addition to paper jams, ink smears are another common problem with poorly maintained color printers. If you see ink stains or smudges on your paper, it probably means the paper rolls are dirty.

If that’s the case, you want to open the machine and wipe your rollers and paper path using alcohol wipes. Be sure the wipes don’t leave debris behind. Otherwise, you may end up with even more stains.

Also, be careful not to scrape your rollers with abrasive products. It can cause extensive damage and trap more ink on your rollers.

Don’t Let the Machine Sit Idle

Not using your multifunction printer regularly is a major mistake. It can make the ink cartridge dry up, which can delay your operations and lose you money

If using your printer every day isn’t an option, consider investing in a laser model. They fuse powder onto your paper with heat, preventing the powder in ink cartridges from drying up.

Get Rid of Dust

Don’t forget to dust your multifunction printer regularly. Tiny particles can enter your machine and spread throughout the system. To remove them, use a soft cloth or mild alcohol. You can also cover your device with dust nets to prevent dust from getting inside in the first place.

Replace Cartridges With Extra Care

You might be in a rush to print certain documents, so you need to replace cartridges quickly. Forcing them into the device might seem like the best solution, but that’s not the case.

You need to be super careful when installing a new cartridge. Avoid pressing the bottom since it can affect your print quality. Additionally, always read the instruction manual before replacing your cartridges to reduce the risk of malfunctions.

Update the Software

Not all multifunction printer problems are caused by faulty hardware or dust buildup. Your device might be fine on the outside, but it can still fail to deliver high-quality papers. If that’s the case, you might be dealing with outdated firmware. This problem can prevent your computer or smartphone from communicating with your printer smoothly, resulting in poor printouts.

You can easily solve the issue by updating your software. Make sure you have the latest manufacturer drivers to keep the device in great shape.

If you can’t find the drivers, consult the manufacturer’s website. Chances are, they’ve posted tutorials to help you install the programs. Alternatively, reach out to customer service for a speedy solution.

Schedule Professional Check Ups

You can detect some multifunction printer problems on your own. Others are harder to recognize and even more challenging to address.

That’s why you should schedule regular checks. The provider of your equipment should periodically inspect your printer for normal operation. They have all the experience and equipment to diagnose and solve various issues fast.

What to Look For in a Multifunction Printer

You can significantly reduce the maintenance requirements of your multifunction printer by purchasing the right model. Consider the following aspects when buying your device:

• Your needs – Beyond copying and printing, how do you plan on using your printer? How many printing, scanning, email, and fax jobs will it perform on a daily basis?
• Ease of use – Does the printer require staff training? Are there any wizards or software to help you with the installation, upgrades, and diagnosis?
• Cross-platform compatibility – Can you use your printer from multiple devices, including computers, smartphones, and tablets?
• Reliability – Is the printer produced by a trustworthy manufacturer?

Best Printer Practices Explained

You can skyrocket your office productivity with a fully operational multifunction printer. Use the above tips to maintain it correctly and extend the unit’s lifespan.

If you’re looking for a replacement printer or other office equipment, contact Duplicator Sales & Service. We have a broad assortment of high-quality devices for your Louisville, Lexington, Elizabethtown, London, and Paducah business premises.