Top 5 Printer Issues and How to Fix Them

There are a lot of quirks to running a dental practice. With so much technology, and more every day, there’s always something that can go wrong. Our service requests span the full gamut, from imaging hardware and software to network connectivity. You’d think our most common client concern would be the latest technology. In fact, one of the most common issues has been around as long as the technology itself: printers.

Since printer issues are one of the most common frustrations in any dental practice, here’s a rundown of the top five and how to fix them.

01Paper jam

Paper jams are common in any high-volume printing scenario. Often the components are dirty, the paper is incompatible, or the rollers are worn, and you can handle each in-house: clean components with a dry rag and vacuum the inside of the printer, use paper compatible with your printer, and replace worn rollers through the manufacturer. You still have to clear the jam itself. Every printer is different (manuals are on the manufacturer’s website), but the steps are generally:

1. 1
   Open the printerTake out the toner and drum.
2. 2
   Remove the paper gentlyAlways pull in the direction the paper should move.
3. 3
   Check for scrapsLook for loose or ripped pieces of paper.
4. 4
   ReassembleReinstall the toner and drum, close the printer, and go to town.

02Wrong printer

With multiple staff members sharing most computers, print settings change often, and in offices with more than one printer, jobs commonly end up at the wrong one. To set the right default:

1. 1
   Open Devices and PrintersThis can vary by computer. Right-click the printer you want, and you should be prompted to make it your default printer.
2. 2
   PrintPrint that thing you wanted “for work.”

03Poor network connection

From the Wi-Fi or wired connection (router or wireless access point) to the physical connection, a poor network connection is another leading cause of printer issues. Check that your internet is up first, then make sure the printer itself is connected:

1. 1
   Check the connectionMake sure the network cable is plugged in, or check the printer’s Wi-Fi status.
2. 2
   Power cycleUnplug the power cord for 60 seconds and plug it back in. A classic.
3. 3
   Restart Wi-FiIf the printer is on Wi-Fi, restart the wireless access point.

04Drivers

Drivers are software that converts what you’re printing into a format the printer understands. This may be the most involved fix, especially if you don’t consider yourself “particularly good with computers,” but the steps are straightforward:

1. 1
   Check installed driversOpen Control Panel > View devices and printers, click any installed printer, choose Print server properties, and open the Drivers tab. If installed, check for the latest update via Start > Settings > Update & Security > Check for updates.
2. 2
   Reinstall if neededUse the software (disc) your printer came with.
3. 3
   Download from the manufacturerNo disc? Find the Drivers section on the manufacturer’s site (search your printer make + support).
4. 4
   Remove and re-add the printerGo to Start > Settings > Devices > Printers & Scanners, select the printer, choose Remove device, then Add a printer or scanner and add it back.

05Spooler issue

The print spooler is software built into your operating system that holds print jobs in memory until the printer is ready. It works like a merging highway, and sometimes it clogs up for seemingly no reason. On the highway you have to wait it out; on your computer, you can fix it:

1. 1
   Power down the printerTurn off and unplug the printer (save your document first).
2. 2
   Stop the spoolerOpen Windows Services, right-click Print Spooler, and click Stop.
3. 3
   Clear the queueIn File Explorer, go to C:\Windows\System32\Spool\PRINTERS, delete all files there, and shut down your computer.
4. 4
   Power back upTurn on the printer, then turn on the computer.
5. 5
   Restart the spoolerRestart the Print Spooler service and print that cat picture (purr).

About Darkhorse Tech

Whether you’re just starting out or a well-established organization, Darkhorse Tech has the experience and technology to help get you moving, cut costs, and streamline your operations with unlimited IT support. We help you do what you do best: provide top-notch care and service for patients, not deal with IT problems, time spent on hold with technical support, or complicated technical mishaps. Our additional security services include:

• Unlimited remote and/or on-site IT support of all your hardware and software
• Improved network performance and security
• HIPAA-compliant off-site and local backup service (Darkhorse Secure Backup)
• Managed antivirus, anti-malware, and anti-ransomware (Darkhorse Security Products)
• Compliance and security law standards
• Microsoft security patch management
• Vendor management: we will be on the phone, not your employees
• Secure, remote access to your office
• Firewall management
• Network management
• Long-term planning and budgeting

Contact us anytime to learn more about our dental-specific solutions and unlimited support packages. Read our reviews or call us today at 800.868.4504.