Simple Tips to Keep Your Printers Running Smoothly

Whether you're working from home or managing a busy office, a reliable printer is essential. But when printers go wrong, they can be frustrating, time-consuming, and costly. The good news? With a bit of regular care, you can keep your printer in excellent working order and extend its lifespan.

In this article, we share straightforward, practical printer maintenance tips to help you avoid common problems like paper jams, smudged prints, and hardware faults — keeping your device running smoothly all year round.

Why Printer Maintenance Matters

Proper printer care isn’t just about fixing problems after they occur — it’s about preventing them in the first place. Dust, dried ink, worn parts, and outdated software can all lead to performance issues.

Regular maintenance helps to:

• Reduce paper jams and misfeeds

• Maintain high-quality print results

• Prolong the life of your printer

• Save money on repairs or replacements

Whether you use an inkjet or laser printer, these maintenance tips will help keep your device in top condition.

Cleaning printer components to prevent dust buildup

Top Printer Maintenance Tips

Here are some easy-to-follow tips that will help you keep your printer in top condition:

1. Keep Your Printer Clean

Dust, dirt, and debris can build up over time, especially on the paper feed and rollers. Use a soft, lint-free cloth to clean the outside of your printer regularly. For internal cleaning:

• Turn off and unplug the printer

• Use a slightly damp cloth or a specialist cleaning kit

• Avoid using harsh chemicals or spraying liquid directly into the device

2. Use the Correct Paper

Always use the recommended paper type and size for your printer model. Avoid damp, crumpled, or low-quality paper, which can cause jams and poor output. Store paper in a dry environment to prevent moisture damage.

3. Replace Ink and Toner Properly

Don't wait until cartridges are completely empty. Low ink or toner levels can damage printer heads and reduce print quality.

• Use original or high-quality compatible cartridges

• Replace cartridges as soon as you receive a warning

• Store spares in a cool, dry place

4. Run Regular Test Prints

Printing a test page every few weeks can help detect issues early — such as faded text, smudges, or streaks. If problems appear:

• Clean the print heads (especially on inkjet printers)

• Check cartridge levels and alignment

5. Keep Your Software Up to Date

Printer manufacturers release regular driver and firmware updates to improve performance and fix known issues.

• Visit the manufacturer’s website periodically

• Download the latest updates for your printer model

• Use compatible operating systems for smooth functioning

Printer producing a test page to check print quality

How to Handle Paper Jams and Common Printer Problems

Paper jams are one of the most common and frustrating printer issues. Here’s how to deal with them safely:

1. Turn off the printer before clearing a jam

2. Gently remove paper in the direction of the feed

3. Check for torn pieces stuck inside

4. Make sure the paper tray isn’t overloaded or misaligned

5. Always fan the paper before loading it into the tray

Other common problems include:

• Streaky or faded prints: Often fixed by cleaning the print heads or replacing cartridges

• Error messages: Refer to the manual or the manufacturer’s website for codes and fixes

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When to Seek Professional Help

Sometimes, a professional touch is necessary. If your printer is:

• Frequently jamming

• Producing poor-quality prints

• Displaying recurring error messages

• Making unusual noises

…it’s time to consult a printer technician. A professional maintenance service can:

• Conduct a full clean and inspection

• Replace worn parts

• Update firmware and recalibrate your device

This not only saves time but can prevent more expensive repairs later on.

Long-Term Printer Care Tips

To keep your printer running reliably for the long haul, remember to:

• Turn it off when not in use

• Store it in a clean, dust-free, and dry environment

• Use it regularly to avoid ink drying out or toner settling

• Keep spare ink/toner and paper ready to avoid disruptions

• Read the user manual for model-specific maintenance advice

Final Thoughts: Keep Your Printer in Peak Condition

Maintaining your printer doesn’t have to be complicated or time-consuming. With just a few small habits — regular cleaning, correct supplies, and occasional software updates — you can extend your printer’s lifespan, reduce downtime, and enjoy consistently high-quality results.

Whether you're managing a single home printer or a fleet of devices across an office, regular printer maintenance is the key to hassle-free performance.

Need help managing your office printers? At MPS UK, we provide expert managed print services, leasing options, and maintenance support to businesses across the UK. Contact us today!