Printers have a reputation.
They sense deadlines.
They fear productivity.
They jam with confidence.
Before you pick up the phone and call support with the quiet intensity of someone who has already tried everything, take a breath. This quick printer troubleshooting checklist can solve many common printer problems, and save you time, frustration, and at least one dramatic sigh.
Let’s walk through the essentials.
Step 1: Check the Obvious Printer Issues First
It sounds basic, but this step solves more problems than anyone likes to admit.
Make sure the printer is powered on. Check that it’s plugged in securely. Confirm that it’s connected to the correct network or computer. Printers are excellent at looking ready while secretly being disconnected from everything that matters.
If the printer has a screen, see if it’s displaying any messages. Printers love leaving clues. They just prefer to do it quietly.
Step 2: Check for Paper Jams (Even If You Think There Aren’t Any)
Even if the printer insists there’s a jam and you see nothing at first glance, look again. Check the main tray, output tray, rear access panels, and any hidden compartments the printer designers clearly added for fun.
Remove any loose scraps of paper gently. Tugging aggressively may feel satisfying, but it rarely improves the situation.
Once everything is clear, close all doors firmly. Printers are very particular about doors being fully closed.
Step 3: Check Ink and Toner Levels
Low ink or toner can cause faded prints, streaks, error messages, or a complete refusal to cooperate. Some printers will stop printing out of principle if levels are too low.
If a cartridge is empty, or close to it, replace it if you have one available. If not, at least confirm that this is the issue before calling support. It makes the conversation much shorter.
Step 4: Restart the Printer (and the Computer, Too)
Turn off the printer completely. Wait about 30 seconds. Turn it back on.
If the printer is connected to a computer, restart that too. This step sounds simple because it is, and it works far more often than logic suggests.
Many printer issues are just temporary communication hiccups. A restart gives everyone a fresh start.
Step 5: Check the Print Queue for Stuck Jobs
Sometimes the printer isn’t broken. It’s just overwhelmed.
Check the print queue on your computer to see if jobs are stuck, paused, or duplicated fifteen times because someone clicked “Print” repeatedly in a moment of optimism.
Clear any stalled jobs and try again with a single test page.
Step 6: Make Sure You’re Printing to the Right Printer
In offices with multiple printers, this step is critical. Make sure the document is being sent to the printer you’re standing next to, and not one three departments away that is also probably jammed.
It happens more than anyone wants to admit.
Step 7: Gather Details Before Calling Printer Support
If the problem still exists, take a moment to gather helpful information before calling support. Error messages, blinking lights, unusual noises, and the steps you’ve already tried all matter.
Support teams love clear information almost as much as printers love fresh toner.
Final Thoughts Before You Call Support
Printers can be temperamental, but they’re not always mysterious. A few quick printer troubleshooting steps can resolve many common issues and help you feel like a troubleshooting champion.
And if those issues keep popping up, or you’re spending more time fixing printers than actually using them, it may be time for a different approach.
A Smarter Way to Reduce Printer Headaches
With Managed Print Services from Applied Innovation, printer problems don’t have to slow your team down. We proactively monitor your devices, handle maintenance and supplies, and step in before small issues become big disruptions, so your printers just work, the way they’re supposed to.
Less downtime. Fewer service calls. More time for what matters.
And when something does go wrong? You’ve got a team that already knows your environment and is ready to help.
Because technology should work for you. And when it doesn’t, we’ve got your back.