Network printers are a modern workplace staple, but they can often be a source of frustration. Whether it's a job that disappears into the ether or a printer that refuses to cooperate, these issues can disrupt workflow and productivity. This guide aims to help you troubleshoot common network printer problems quickly and effectively.
Common network printer problems and solutions
Before you panic, know that you can fix most printer issues with a few simple steps. The following are some common problems and how you can solve them.
Printer is not responding or offline
If your printer is not responding or appears to be offline, try these steps:
- Check physical connections such as power cords and USB or Ethernet cables.
- Confirm that the printer is powered on and online. Some printers have a physical or digital switch that people can accidentally toggle off.
- Ping the printer's IP address to confirm it's connected to the network. Open Command Prompt (Windows) or Terminal (macOS) and type "ping [printer IP address]".
- Restart both your computer and the printer. Sometimes, a simple reboot is all it takes to resolve connectivity issues.
Print jobs stuck in the queue
Print jobs getting stuck in the queue can bring your work to a standstill. Here's what you can do:
- Open the print queue and cancel or delete any stuck print jobs. Alternatively, clear the print queue and resubmit your print job.
- Check inside the printer for obstructions such as paper jams.
- Restart the print spooler. On Windows, open Services and find Print Spooler in the list. Right-click and select Restart. On macOS, go to System Preferences > Printers & Scanners, then right-click on your printer and select Reset printing system.
Low ink or paper
Sometimes the solution to a printing problem is as simple as replacing ink or adding paper:
- Check ink levels and replace any empty cartridges.
- Ensure you've loaded the paper tray with the correct type and size of paper.
- Adjust paper settings in the printer driver if necessary. This can help avoid misfeeds and guarantee the correct print output.
Incorrect print settings
Improperly adjusted or incompatible print settings can result in poor print quality or other issues. Here's how to address them:
- Verify print settings such as paper type, orientation, and margins. Make sure they match your print job requirements.
- Check for compatibility issues between the printer and the document format. Some formats may not print correctly without adjustments.
Driver issues
Outdated or incompatible drivers can cause numerous printing problems. Consider the following:
- Update the printer driver to the latest version. Updates should be available through either your computer's operating system or on the manufacturer's website.
- Uninstall and reinstall the driver if the problem persists after the update.
- Check for driver conflicts with other installed software. Sometimes, other drivers can interfere with your printer’s functionality.
Network connectivity problems
Connectivity issues between your computer and the printer can result in failed print jobs. Try these tips:
- Verify that the printer and your computer are connected to the same network. For wireless printers, ensure it's connected to the correct Wi-Fi network.
- Try a wired connection, if possible, as these are usually more stable compared to wireless connections.
- Temporarily deactivate any antivirus software or firewall, then try printing again. These programs can sometimes block the connection between your computer and the printer.
- Troubleshoot your network by restarting the router or checking for any other technical issues.
Related reading: The ultimate printer maintenance checklist: Keep your printer running smoothly
Finding the printer name on your network
Knowing the name of your printer on the network can help you troubleshoot issues. Follow these steps to find it:
- On Windows, open Settings and click Bluetooth & devices > Printers & scanners. Your printer name will be listed on the right.
- On macOS, go to System Preferences > Printers & Scanners. Your printer’s name will be displayed on the left.
- Another option is to print a network configuration page from your printer. This will typically include information on its network name or IP address. To do this, refer to your printer's manual or online documentation.
By following these simple troubleshooting tips, you can resolve most network printer issues and get back to work quickly.
If a problem with your network printer persists or you’re encountering a more complex issue, don't hesitate to contact our experts at Complete Document Solutions. We’re here to ensure your office runs smoothly and efficiently Call us today.
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