Anyone who has worked in an office knows the frustrations of copying machines and printer problems — and anyone who has seen Office Space probably remembers his dramatization of printer frustrations. If you haven’t seen it, the film depicts the dramatization of typical copying problems for a good laugh. But anyone who comes across a broken copy machine when it’s needed most knows that there’s not as much humor in the real thing. Office copy machines have an incredible knack to cause frustration.

Below are some of the most common printer problems and better yet, some tips for resolution.

Cartridge and toner issues

Most of the time, cartridge and toner issues occur because the photocopier has not been correctly set up. Problems may arise if you do not use the right toner cartridge for your specific printer model, as most copy machines require a specific type of toner. If you do not know how to use an incompatible cartridge, your print quality will suffer.

Low, empty or malfunctioning toner issues can also cause your photocopier to crash. If your toner is low or empty, a simple replacement may solve any problems. If it doesn’t, this means that there is a malfunctioning issue due to either a manufacturer’s error or compatibility complications. In this instance, talk to a trusted copy specialist about what type of toner or cartridge you need-they will be able to help you determine which type of toner is most compatible with your machine.

Paper Jams

A paper jam is the most common copy machine error ever encountered. The reasons for the occurrence vary from incorrect paper size to plain old improper paper loading. These issues cause the copiers to get the paper through incorrectly, resulting in a jam. The resulting delay may cause employees to appear late at meetings or to miss sensitive timelines. Fixing these types of issues requires someone to manually remove the paper jammed and reload the correct paper size or correct the paper alignment. There’s the issue of paper dust, too. While it might sound like something out of a fairy tale, paper dust is real and tends to clog machines and cause paper jams. The best way to avoid paper dust is to clean the feed tires regularly and vacuum the dust inside the copier.

Wrinkled pages

Wrinkled or wrinkled pages out of the copier machine are usually due to worn out feed and out rollers that cause sticking or jamming. You can either purchase replacement trays or hire a copy specialist to repair the fuser assembly to fix this problem. While it may look like it’s just a case of some paper being stuck or overloaded in your machine, wrinkled pages are often a sign that your copier has endured too much wear and tear to function properly.

If wrinkled pages are not the only issue you’re experiencing with your photocopier, consider whether it may be time to rent or buy a new machine. Technology changes quickly, and ongoing repairs and maintenance of an outdated machine can be costly. Upgrading your office equipment can sometimes be a better investment to meet your evolving printing and copying needs.

Discoloured printing

Smudges, poor image quality or discolored printing can be incredibly frustrating to deal with in a busy office environment. If your copies are too light or too dark, it could mean that the density controls on your photocopier are unbalanced. Consult your printer manual to find out how to reset it or call a copy specialist to get expert advice. At Copysonic, our copying technicians have a minimum of 15 years of experience in the repair and installation of office printers. We know the ins and outs of all leading copying brands and can usually solve common photocopier problems in less time than it takes to make a cup of tea and come back.

Better yet, when you get your machine serviced by us, we offer ongoing support for parts, labor and toner refills. We’ve spent the last 25 years identifying what companies need and providing photocopier repairs and service.

Random spots across your copies

Nobody wants their professional work documents to look like a dot-to-dot. If your printing works out copies with random spotting across them, it could be due to the debris on the copy mirror. You can fix this by cleaning a copy of the glass and a mirror. Most of the copying manuals will provide some advice on how to proceed with the cleaning process and suggest which products to use.

Random spotting across your copies is, however, a clear indication that your office copier needs a little more TLC than it does. Since photocopiers are such an essential tool for completing daily office tasks, it is vital to invest in regular service and maintenance to extend their lifespan.