Despite the digital revolution, office printers are essential tools in most businesses. Whether it’s a large or small office printer in Anchorage, AK, most offices don’t go a day without using their printers. They’re essential pieces of office equipment, and you want them to last for as long as possible. The good news is that you can do a few things to make your printer last longer.
Regular Maintenance Is Key
The most important thing you can do to prolong your office printer's life is perform routine maintenance tasks. Like any other piece of equipment in your office, your Printer needs a little TLC now and then to continue functioning correctly. Here are a few maintenance tasks you should stay on top of to maximize the lifespan of your office printer:
Clean the Printer Regularly: Dust, debris, and paper particles can accumulate inside your printer, leading to poor print quality and even printer malfunctions like overheating and paper jams. To prevent this, clean your printer regularly using a soft, lint-free cloth. Don’t use any harsh cleaning agents, and don’t wet the cloth too much. While cleaning, pay special attention to the paper tray, rollers, and printheads.
Keep Firmware and Software Updated: Your printer has firmware and software of its own, just like all the computers in your office. Printer manufacturers often release updates that improve performance or fix bugs in the printer. Keeping your printer up to date helps it run smoothly and avoid a lot of common issues. Make it a habit to check for updates periodically, or you can enable automatic updates in your printer’s settings.
Replace Worn-Out Parts: Over time, parts like the rollers, printhead, or fuser unit can wear out. When this happens, you might notice problems like streaks on printed pages or frequent paper jams. This means it’s time to replace these components. Replacing worn parts when needed can prevent more significant damage to your printer and save you from costly repairs while also helping you maintain high-quality prints and copies.
Use High-Quality Paper and Ink
The quality of paper and ink/toner you use directly impacts your printer’s performance and longevity. Using subpar materials can cause issues that range from annoying paper jams to costly internal damage to your printer.
Remember that not all paper is created equal. Using paper that’s too thick, too thin, or just poorly made can cause frequent jams and strain your printer’s components. Always opt for the weight of paper recommended by your printer’s manufacturer. For specific tasks like photo printing or presentations, you can use a specialized paper to avoid wear and tear on the printer while producing higher-quality prints.
You should also only use what's known as "genuine" ink and toner. This means that the ink or toner is specifically designed for your model and recommended by the manufacturer. While it can be tempting to purchase lower-quality supplies from a third-party company, doing so can cause printer malfunctions and lead to printer damage. If you choose a third-party supplier, thoroughly research the supplier and ensure that the products they sell are reputable and compatible with your printer.
Avoid Overworking the Printer
Just like any machine, printers have their limitations. Overworking your printer by continuously running large print jobs without any breaks in between can shorten its lifespan. While you obviously need to be able to use your printer anytime you need a print job done, understanding and respecting your machine’s limits can help extend its life.
You should monitor how many pages your printer is putting out each month and compare it to its monthly duty cycle (the recommended maximum number of pages it can print each month). If you’re exceeding this limit, look for ways that you can cut down on your office’s print volume. Exceeding a printer’s duty limits can cause premature wear on internal components.
Additionally, make sure you give the printer time to cool down between large print jobs. This prevents overheating, which can lead to mechanical failures, and will ensure your printer runs the next job smoothly without major malfunctions.
Handle Paper Jams Properly
While paper jams can be frustrating, it's essential not to take out that frustration on the printer. Paper jams should be cleared gently rather than yanking the paper out forcefully. Your printer's manual will have specific instructions on how to clear a paper jam without damaging any of your printer's components. You can also prevent paper jams from happening by cleaning the paper tray and print rollers regularly, as mentioned above, and ensuring that paper is loaded correctly and aligned in the paper tray before printing. Handling paper jams properly when they arise—or, better yet, avoiding them altogether—will reduce any damage to your printer and help it live a longer life.
Optimize Your Printer’s Settings
Most office printers have adjustable settings; using them properly can help reduce wear and tear on your machine. For example, using draft mood for non-essential prints like internal documents and drafts uses less ink or toner, allowing the paper to print faster. This reduces strain on the printhead while also cutting down on how much ink/toner you're using—and that saves you money now and in the long run.
Additionally, look for any power-save settings on your printer. You can set your printer to "sleep" mode when it goes unused for an extended period of time, allowing it to cool more completely while also saving you on office electricity.
If you’re in the market for a new printer, whether it’s a small or big office printer in Anchorage, AK, contact Arctic Office Products today to learn more about our products. You can also stop by our showroom to see what models we have in stock and speak to a representative about further tips for extending your printer’s life.
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