5 most common printer problems and how to solve them

Printers are among the most essential office devices in modern business—from everyday documents to contracts, reports, or marketing materials. Regardless of whether compact A4 printers, larger A3 printers, or multifunction printers are used, malfunctions can disrupt workflow and cause additional costs.

In this article, we will discuss the 5 most common printer problems and provide practical tips on how to solve them quickly and efficiently.

5 most common printer problems:

1. Paper jams

Paper jams are the most common issue encountered with both laser printers and multifunction printers. The device stops, the document is not printed, and the work process slows down.
Possible causes:

• Incorrectly loaded or poor-quality paper.
• Paper that is too damp or wrinkled.
• Dust or leftover paper fragments inside the printer.

How to solve the problem:

• Carefully remove the jammed paper, following the manufacturer’s instructions.
• Use only the recommended type of paper.
• Regularly clean the paper feed mechanism.
• Make sure the paper is neatly loaded and do not change it while the device is operating.

2. Poor print quality

Blurry text, lines, or stains may occur with all types of printers, especially when heavily used A3 printers are involved.
Possible causes:

• Empty or low-quality toner.
• Dirty or worn drums (in laser printers).

How to fix the problem:

• Check the toner level and use original manufacturer toner.
• Perform regular preventive cleaning of the device as specified in the user manual.

3. Slow printing

When document volumes are large and many employees are printing, slow printers can significantly reduce productivity.
Possible causes:

• Excessively high print resolution.
• Overloaded network or print server queue.
• An outdated printer processor or software errors.

Solutions:

• Set optimal print quality (e.g., “normal” instead of “high”).
• Clear the print queue or restart the device.
• Update the printer’s firmware and drivers.
• Consider a more modern multifunction printer if the device no longer meets your printing demands.

4. Connectivity or compatibility issues

Modern businesses frequently use wireless solutions, so connectivity issues can disrupt printing from computers or mobile devices.
Possible causes:

• Weak Wi-Fi signal.
• Incorrect network settings.
• Incompatible operating system or software version.

How to resolve:

• Ensure the printer is on the same network as the device sending the print job.
• Check the IP address and task routing.
• Update software on both printers and computers.
• If you use business-class laser printers, choose models with stable connectivity modules.

5. Toner Low Warning

A common issue is when the printer indicates that toner is almost empty, even though there is still enough toner left.
Why this happens:

• The printer estimates remaining toner based on print volume.
• Software-related errors.

Solutions:

• If print quality is still good, continue printing—after the warning appears, the remaining capacity can often reach up to 1,500 prints.
• Use original and certified toner cartridges, especially in high-volume A3 printers.
• Restart the device or update its software.

Why choose Konica Minolta printers?

For sustainable, economical, and easy-to-manage office printing, it is important not only to solve problems quickly but also to prevent them. Konica Minolta offers business-oriented A3 and A4 printers, modern laser printers, and reliable multifunction printers that stand out for their efficiency and long-term reliability.
If you are looking for a solution that reduces disruptions and ensures smooth workflow, contact us for a consultation—we will help you choose the most suitable equipment for your business.