The ultimate printer maintenance checklist: Keep your printer running smoothly

The ultimate printer maintenance checklist: Keep your printer running smoothly

Maintaining office equipment is crucial for ensuring smooth operations and minimizing unnecessary costs in any business. This is especially true for printers, which are often overlooked until they break down and disrupt daily tasks. A well-maintained printer can save you from costly repairs or replacements and even contribute to a more eco-friendly workplace.

To help you keep your printer running at its best, we have created the ultimate printer maintenance checklist. By following these simple steps, you can extend the life of your printer and ensure peak performance at all times.

Key maintenance tasks

Proper printer maintenance starts with understanding the essential tasks that need to be done regularly.


Dust, small bits of paper, and toner residue can build up inside your printer over time and cause various issues such as streaks on printouts or paper jams. It is essential to clean your printer, both inside and outside, at least once a month.

  • Exterior – Carefully wipe down the exterior surfaces with a soft, lint-free cloth slightly dampened with water. Do not use abrasive materials or chemicals so as not to damage the printer's finish. Pay extra attention to the printer's input and output trays, as they tend to collect dust and debris.
  • Interior – Consult your printer's user manual for specific instructions on how to access and clean the interior components. In general, you can use a soft, dry cloth or compressed air to remove any loose dust or particles from inside the printer. Be careful not to touch any delicate parts, such as rollers or cartridges.
  • Print head – Frequent printing can cause the print head to become clogged with dried ink, leading to poor print quality. Some printers have a self-cleaning function that you can activate through the control panel or software. If your printer does not have this feature, refer to the user manual for instructions on how to manually clean the print head.

Inspecting and replacing consumables

Many printer issues can be avoided by regularly inspecting and replacing consumables such as ink or toner cartridges, paper, and maintenance kits. Here are some tips to follow:

  • Check the ink or toner levels – Most modern printers have a feature that lets you track ink or toner levels. Regularly check these to avoid running out of supplies unexpectedly.
  • Use high-quality consumables – While inferior-quality consumables might save you money initially, they can cause considerable damage to your printer over time. Always use genuine products recommended for your specific printer model.
  • Replace consumables promptly – Do not wait until the ink or toner runs out completely before replacing them. Low levels can cause print quality issues, and empty cartridges can damage the printer.

Installing updates

Printer manufacturers regularly release firmware or software updates that include bug fixes, security patches, and new features. Installing these updates can improve your printer's performance and address potential vulnerabilities.

You can find instructions on how to obtain and install updates on the manufacturer's website or in the user manual. It is recommended to do this at least once a quarter to ensure your printer is always up to date.

Troubleshooting basic issues

In addition to regular maintenance, it is essential to know how to troubleshoot basic printer issues. The following are some frequently encountered printer problems and how to solve them.

Paper jams

Paper jams are one of the most frequently recurring printer problems, and they can occur for a variety of reasons. You might be using the incorrect paper size or type or loading too much paper at once. Alternatively, there might be debris inside the printer. Follow these steps to fix a paper jam:

  1. Turn off your printer and unplug it from the power source. This step is crucial to avoid electric shock or any damage.
  2. Gently and carefully pull the jammed paper in the direction of the paper path. Do not apply force or tug the paper in the opposite direction.
  3. Inspect the printer for any remaining debris and clean it thoroughly before turning it back on and resuming printing.

Poor print quality

If your printouts have streaks, smudges, or missing text/graphics, there may be an issue with your printer's print head or ink/toner levels. Take these steps to improve print quality.

  1. Run a print head cleaning cycle through the printer's control panel or software, if available. If not, check if the user manual includes instructions for manually cleaning the print head.
  2. If the ink or toner levels are low, be sure to replace them.
  3. Inspect and clean any dirty or damaged rollers inside the printer.
  4. Use the recommended paper for your printer, as using incorrect types or sizes can cause print quality issues.

Connectivity issues

If your printer is not connecting to your computer or network, try these troubleshooting steps:

  1. Make sure the printer is turned on and connected to a power source.
  2. Ensure all cables have been properly plugged in.
  3. Restart both your computer and the printer.
  4. Check for any software or driver updates.
  5. If necessary, reset the printer's network settings and reconnect it to the network.

Simplify printer maintenance with the help of an expert

If you are unsure about any maintenance tasks or encounter more complex issues, it is always best to consult an expert. Many printer manufacturers offer technical support and services to assist with troubleshooting and maintenance.

You can also consider partnering with a managed IT services provider (MSP) such as Complete Document Solutions to handle all your printer maintenance needs. MSPs have the expertise and resources to ensure your printers are well maintained, updated, and functioning efficiently. This way, you can focus on your core business while leaving printer maintenance in capable hands.

Related reading: Don’t make these 7 mistakes when buying a new business printer

Ultimately, regular maintenance and proper care can prolong your printer's lifespan, improve its performance, and save you from costly repairs or replacements. Take the time to implement these best practices and consult experts when needed to keep your printer running smoothly.

For a truly worry-free printing experience, contact Complete Document Solutions today.

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