Office copiers are workhorses as they handle everything from daily printing to large projects. However, just like any piece of equipment, they require proper care to function efficiently. Misuse, neglect, or simple oversights can lead to unnecessary costs, frustration, and a decrease in performance. Many users unknowingly make common copier mistakes that can easily be avoided with a bit of attention. Let’s take a look at some of the most common mistakes and how you can prevent them to ensure an uninterrupted workflow.
1. Ignoring routine maintenance
Skipping regular cleaning or maintenance checks can lead to paper jams, streaky prints, or even permanent damage to your copier. Dust and debris can build up over time, affecting performance in the long run. Think of your copier like a car—if you neglect regular oil changes, you’ll eventually face bigger, costlier issues. Schedule regular cleanings and ensure your machine is professionally serviced according to the manufacturer’s recommendations. If your office has a maintenance agreement, make full use of it.
2. Using the Wrong Paper
Not all paper is created equal, and using the wrong type can lead to jams, poor print quality, or even damage to your copier. For instance, damp or warped paper can affect feeding mechanisms and result in uneven prints. Always check the printer’s specifications for compatible paper types, and store paper in a cool, dry place to prevent moisture damage. For tips on choosing the right paper for your print jobs, check out this blog.
3. Overloading or Underloading the Paper Tray
Avoid overloading your printer tray—think of it as packing efficiently, not stuffing a suitcase. Filling the tray beyond its capacity can lead to jams, while underloading can cause the copier to pull multiple sheets at once, leading to misfeeds. Follow the tray’s capacity guidelines and load paper evenly. If your copier frequently misfeeds, double-check that the guides are properly aligned. If misfeeds are still frequent, it might be time to call your service provider for a maintenance check.
4. Using Generic Toner
We get it—saving money on printer toner can be tempting. However, opting for generic cartridges might end up costing more in the long run. Generic toner often delivers lower print quality and can cause wear and tear on your copier’s internal components. To maintain your machine’s performance and produce sharp, professional prints, stick with OEM (Original Equipment Manufacturer) toner. These are specifically designed for your copier model, ensuring compatibility and consistent results while protecting your investment. Most maintenance agreements cover the cost of toners, so you don’t have to pay hundreds of dollars for replacements. Even better, many service providers offer proactive solutions, like automatically shipping toner when your machine runs low, so you don’t have to worry about keeping up with inventory.
5. Not Adjusting Settings for Different Tasks
Default settings aren’t always ideal for every print job. For instance, while double-sided printing is great for saving paper, it might not be ideal for formal proposals or certificates. Similarly, printing photos on standard settings may result in washed-out colors or poor resolution. Always adjust your copier’s settings for the job at hand to avoid wasting ink, toner, and paper.
6. Ignoring Error Messages
We get it—you’re in the middle of a deadline, and error messages are the last thing you want to deal with. But ignoring them can lead to bigger issues down the road. Think of it like the check engine light in your car—you wouldn’t drive around with it on for too long. Printer error messages often point to problems that need immediate attention, like low toner or paper jams. Address them promptly by consulting your user manual or contacting your service provider to avoid downtime.
7. Overlooking Security Features
Most people don’t realize how much information is stored on their office printers. That’s why print security is often overlooked and can easily become a gateway for hackers if left unmanaged. The good news is that most modern copiers come equipped with advanced security features like encryption, secure deletion, and user authentication to safeguard your data. Collaborate with your IT team or service provider to activate these defenses. For instance, enabling user authentication ensures that only authorized personnel can access the printer, reducing the risk of confidential information falling into the wrong hands.
Extend Your Copier’s Life
Taking care of your copier ensures it performs at its best and lasts longer, just like a well-maintained car. But remember, just because it powers on doesn’t mean it’s running efficiently or meeting your office’s needs. If you’re uncertain whether your current copier aligns with your workload or if it’s overdue for maintenance, we’re here to help. At AD Solutions, we offer free consultations, printer fleet assessments, and comprehensive service plans to keep your office technology running smoothly. Contact us today.
