Common Office Printer and Copier Issues to Watch Out For

The copier machine and the office printer are among the most useful devices in any office in Singapore. That is why there are multifunction printers and copiers that can do a lot of things such as fax, scan, email, and support different types of devices and connections. Other machines have specialized functions for specific needs, such as the colour printer and graphic arts printer, but even with the host of improved features, the laser printer or copier machine also come with a host of complicated problems.

What are the most common copier and office printer problems you should look out for when you buy printer in Singapore?

Paper Jams

The most common problem with a copier or office printer is the paper jam, so the machine should come with a guide on how to deal with this problem. First, you need to inspect the paper path so you can remove the jammed paper. Your printer supplier will warn you not to leave any stuck paper when clearing the jam, especially in between the rollers. Make it a habit to check the paper tray’s alignment before copying or printing and use only the type of paper that is supported by the copier machine or laser printer.

Slow Printing

It’s frustrating when the staff needs to finish a lot of paperwork within the day but the laser printer doesn’t want to cooperate. Slow printing is usually caused by memory issues, use of the type of drivers, and a very high-resolution setting. To solve this problem, printing colored materials with a office printer in Singapore should be done separately from printing of mono text in a specialized printer, so if your office needs to print images, buy printer such as a graphic art printer or colour printer. If your office is using a laser printer, make sure that it supports a variety of drivers, and set the resolution to standard or normal if you don’t need high-quality documents. Finally, use a simplex mode instead of a two-sided printing process to accelerate printing.

Lines or Dirt on Paper

The lines or dirt on the documents may be caused by a dirty scanner mirror, faulty drum unit, or faulty fusers. If cleaning the mirrors don’t do the trick, the machine needs to be inspected by a mechanic to check the drum and fusers. These parts will need to be replaced by the manufacturer or the office supplies provider.


Overheating is still possible even if the copier machine is placed in a well-ventilated area. Make sure that the employees check the warning codes before proceeding with any printing activities to avoid damaging the machine completely or causing fire. The copier needs to be cooled after every few hours or you will need to buy another machine if one cannot handle all the task.

Toner or Cartridge Issues

To avoid issues with the toner or cartridge, use only the products that are compatible with your laser printer or copier machine. Check the ink level regularly before printing and do not replace your toner or cartridge with third-party products that will result in low-quality documents.

Ink or Toner Expenses

It’s not usually the machines that will cost the office a lot of money, but the ink and toner replacement. When buying a printer in Singapore, consider how many documents need to be printed within a day and if the staff needs high-quality materials. If office documents do not need to be high-quality printouts, then set the resolution in standard quality. For offices in Singapore that need a large output of printed materials daily, a high-capacity toner or cartridge is ideal. If your office doesn’t need to print a lot of documents, however, use only a low-capacity toner or cartridge.

Confusing Codes

A modern copier machine can usually diagnose its problems and report it through the LED screens using codes. To avoid confusion, make sure your staff is briefed about the common error codes besides paper jam and low ink levels. You can also post the common error codes near the copier machine for reference. This will save your company money by not resorting to the mechanic or IT personnel all the time to fix minor problems.

Light or Dark Copies

If the documents are either too light or too dark, check the density controls on the machine and reset it to its previous solution. If this doesn’t work, the drum unit might need replacement from the manufacturer.

Spots on the Page

The spots on copied documents might be caused by a dirty mirror or drum unit. The mirror can be cleaned, but the drum might need replacement if the spots on the documents appear on random parts. Contact your manufacturer or office supplies provider to fix the problem.

Scanning Issues

If your copier’s or printer’s scanner doesn’t work anymore, try reinstalling the software because it might be corrupted. If this doesn’t solve the problem, you will need to contact your office supplies provider or the manufacturer to check the machine.

Low-Quality Photos

If your graphic art printer or colour printer isn’t printing quality photos, check the paper that you’re using. The manual usually includes instructions on the type of photo paper that you should use, and make sure to key in the right paper type on the settings before printing. If these do not work, check your ink level or do a print head alignment and nozzle cleaning.

Printer isn’t Printing

The copier machine or the office printer might not be printing because of several issues. Check the type of paper loaded on the tray, the correct connection of cables, the setup of default printers, and the correct installation of network-connected and USB-connected computers. There is a printer in Singapore with a two-way communication feature that can diagnose copier and office printer issues without having to physically check the machine. If all these precautions don’t work, you will need to reboot your printer or restart your software application.