Your office printer or photocopier is a key part of your day-to-day operations — but like anything you rely on, a little regular maintenance goes a long way. Keeping your device in top condition can help prevent downtime, extend its life, and keep your documents looking professional. Here are some simple tips you and your team can follow to keep things moving smoothly.
The basics
1. Check the paper tray and backup tray
It might seem like a small thing, but regularly checking the volume of paper in both the main and backup trays makes a big difference. Running out of paper mid-job can cause a print backlog, leading to congestion as other documents pile up behind the stalled job. Encourage everyone to make it a habit — if you notice the tray is getting low, top it up to keep the queue flowing.
2. Stay on top of toners and cartridges
If you’re with us on a managed print service (MPS), good news — we monitor your toner levels remotely and deliver replacements before you even realise you need them! But if you’re running a smaller printer or one that uses cartridges, it’s important to keep an eye on your levels. We recommend always having a backup cartridge on hand, so when it’s time for a swap, you can get back up and running without delay.
Useful know-how
3. Clean the scanner glass
Over time, dust, smudges, and fingerprints can build up on the scanner glass, leading to blurry or streaky scans and copies. To avoid this, clean the glass regularly with a soft, lint-free cloth and a little glass cleaner (sprayed onto the cloth). Clean glass means clear, professional-quality copies every time.
4. Use the right paper in the right place
Using the correct type of paper is important to avoid jams and maintain print quality. Always check your machine’s recommended gsm (paper weight) settings. Heavier paper, such as card stock, should be loaded into the bypass tray rather than the main paper drawer. The bypass tray is specially designed to handle thicker media, helping to prevent jams and ensuring the paper feeds through smoothly.
5. Clean the automatic document feeder (ADF)
If your photocopier is doing a lot of scanning or multi-page copying, the ADF can collect paper dust and debris over time. This can slow down feeding or cause jams. Gently wiping down the ADF rollers and feed area with a dry, soft cloth can keep the feeder working at its best.
6. Wipe down the exterior
Don’t forget the outside! Wiping down the exterior shell, buttons, and document trays regularly is good practice for hygiene year-round, especially in shared office spaces. It also helps moving parts like drawers and output trays slide smoothly, and keeps any dust or residue from marking your freshly printed documents.
