Top Tips to Keep Your Printers & Copiers Running Smoothly

A well-maintained printer or copier doesn’t just last longer, it saves you money, reduces downtime, and ensures consistently high print quality. Here are some practical tips to help your machines stay in top shape:

1. Use genuine consumables

Always use manufacturer-approved toner, ink, drums, and other consumables. Cheap or incompatible parts may save in the short term, but they often cause print defects, wear internal parts faster, or even void warranties.

2. Keep them clean

Dust, paper debris, and toner particles can build up inside your machine.

• Wipe external surfaces with a soft, lint-free cloth.

• Open trays and remove paper guides, then clean gently.

• Clean the glass scanner bed regularly to avoid smudges on scans or copies.

• If your model warns of internal dust or toner residue, schedule a more thorough internal clean (by a service technician if needed).

  
  

3. Choose the right paper

Paper that’s too rough, too humid, or poorly dimensioned can cause jams, misfeeds, or damage to rollers. Always use paper within the spec recommended for your machine (weight, coating, finish). Store paper in a dry environment.

4. Monitor and replace wear parts

Some parts (such as rollers, fuser units, belts) are “wear items” and will gradually degrade.

• Keep an eye on page counts and recommended replacement intervals in your machine’s manual.

• Don’t delay replacing these parts, as running them past life expectancy can lead to costly damage.

  
  

5. Keep firmware & drivers updated

Manufacturers often release updates to fix bugs, improve print quality, or patch security issues. Regularly check for firmware and driver updates and install them when available (after backing up settings).

6. Use healthy operating conditions

Printers and copiers perform best under stable environmental conditions:

• Avoid extreme humidity, excessive heat or cold.

• Ensure there’s enough ventilation around the machine (don’t block its vents).

• Don’t place machines in direct sunlight or next to heating vents.

  
  

7. Run periodic tests & calibration

Many modern machines include built-in calibration or alignment routines. Running these regularly (e.g. monthly) helps maintain optimal print alignment, color balance, and prevents creeping errors over time.

8. Train your users

Even the best hardware can suffer if handled improperly. Train staff on proper paper loading, how to clear simple jams without damaging parts, and when to seek maintenance help rather than forcing fixes.

9. Use scheduled maintenance plans

A proactive maintenance schedule, ideally provided by a trusted service partner, allows preventive checks before failure occurs. This includes cleaning, alignment checks, part replacements, and performance testing.

Keep your printers running at their best

By following these simple yet effective practices, you can extend the life of your printers and copiers, reduce repair costs, and enjoy more reliable operation day to day. If you'd like help setting up a maintenance plan, or want us to inspect your equipment, Elite Office Solutions is here to support you, get in touch with our service team today.