If you are struggling with recurring printer malfunctions, the following list identifies the best solutions to the most common problems.

#1: Lack of Connection

If you've hit "print" and run down the hall to find the printer with an error message, frustration ensues. Deadline or no deadline, its confusing and infuriating to have an otherwise functioning machine not print.

Diagnosis: In most cases, there is a connection error somewhere. This means the printer isn't connected to the network, and your print job never made it from your computer to the printer.

Solution: The best bet in this scenario, unless you work in IT, is to contact your IT department and let them know which device isn't functioning properly.

#2: Failure to Print

There's nothing worse than hitting "print," only to have the printer not respond at all. Although connectivity is a potential culprit, odds are that outdated print drivers are to blame, especially if there have been any recent software updates to your system.

Diagnosis: Print drivers make it possible for your computer to communicate effectively with your printer. So, if you've sent a print job to the machine and nothing is happening, it is possible you have a print driver error.

Solution: The only solution to this problem is to download the latest driver updates from the manufacturer's website. Often, a link is availalbe to the driver updates on your print provider's website.

#3: Trouble Printing from Mobile Devices

Most modern printers feature WiFi connectivity that not only allows a desktop or laptop to print to the network devices without a physical connection, but also smartphones and tablets. However, these functions don’t always work as anticipated.

Diagnosis: Like connectivity issues, you'll be able to catch this problem once you hit "print" and nothing happens. In many cases, you won't see an error message on the device. Instead, your print job simply won't appear.

Solution: You can check the WiFi connectivity of both the printer and your mobile printing application in the short term. In the long term, a managed print provider can help optimize your network and print devices to support mobile printing.

#4: Poor Quality Printouts

Trying to cut corners in the interest of saving money on printer expenses typically costs you something in the long run. Cheaper toner, for example, generally produces poor quality prints because it may not be designed for the quality your printer can produce.

Diagnosis: Assuming good connectivity, if your printer is producing low quality images, inferior supplies are likely behind the performance issues. Refilled cartridges are a popular, cheaper alternative for toner, but often result in low quality prints. Manufacturer or high quality re-manufactured supplies, though more expensive, are designed specifically for your devices for a reason: to produce quality prints and keep your machine running smoothly.

Solution: Use an alternative solution for cutting costs, rather than using inferior replacement supplies and parts. Try instead to implement better tracking methods to control supply use and maintenance schedules to keep machines running at optimal levels.

#5: Toner and Paper are in Short Supply

Though not a direct printer malfunction, a shortage of supplies causes a frustrating interruption in every-day printing. It's incredibly annoying to send a print job to the device, only to discover the printer is out of toner or there's no paper around.

Diagnosis: It's not uncommon for a machine to be low on supplies, but it is problematic if your office doesn’t have any inventory to pull from when they do run out.

Solution: There are a number of solutions to make your supplies go further; for example, encourage employees to print in black only, print double-sided, and so on. When it comes to supply inventory issues, the best solution is to implement software that can proactively monitor supply levels and, if you are on a Managed Print Services plan, automate toner shipment when it is getting low.

I hope these malfunctions only happen infrequently for you – but when they do, use this guide for a quick solution. If these issues plague your office frequently, it may be time for an assessment of your print environment to identify opportunities for improvement.