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| Identify the Problem | Probable Causes | Possible Solutions |
| An application document does not print | There is a document error in the print queue | Manage the print jobs by cancelling the document form the print queue and print again. |
| Printer cannot be added or there is a print spooler error | The printer service is stopped or not working properly. | Start the print spooler and if necessary reboot the computer |
| Printer jobs are sent to the print queue but are not printed | The printer has been installed on the wrong port. | Use printer properties and settings to configure the print port. |
| Print queue is functioning properly, but the printer does not print. | There is a bad cable connection.The printer is in standbyThe printer has an error such as out of paper, out of toner, or paper jam. | Check for bent pins on the printer cable and check the printer cable connections to the printer and computer.Manually resume printer from standby, or power cycle the printer.Check the printer status and correct any errors. |
| Printer is printing unknown characters or does not print a test page | Wrong or outdated printer driver is installed | Uninstall the current print driver and install the correct print driver. |
| Printer prints unknown characters or does not print anything. | Printer may be plugged into a UPSIncorrect print driver installedPrinter cables are looseNo paper in printer. | Plug the printer directly into the wall outlet or surge protector.Uninstall incorrect print driver and install correct driver.Secure printer cablesAdd paper to the printer |
| Paper jams when printing | Printer is dirty.The wrong paper type is being used.Humidity causes the paper to stick together | Clean the printerReplace paper with the manufacturer’s recommended paper type.Insert new paper in the paper tray. |
| The print jobs are faded. | The toner cartridge is low.The toner cartridge is defectiveThe paper is incompatible with the printer. | Replace the toner cartridgeReplace the paper |
| The toner is not fusing to the paper | The toner cartridge is empty.Toner cartridge is defectiveThe paper is incompatible with the printer | Replace the toner cartridgeReplace the paper |
| The paper is not being fed into the printer | The paper is wrinkledPrinter set to print to a different paper size than currently loaded | Remove the wrinkled paper from print tray.Change paper size in print settings. |
| User receives a “Document failed to print” message. | A cable is loose or disconnectedA printer is no longer shared | Check and reconnect the parallel, USB, or power cable.Configure the printer for sharing |
| User receives an “access denied” message when trying to install a printer. | User does not have administrative or power user privileges | Log out and log in as an administrator or power user. |
| Printer is printing incorrect colours. | Print cartridge is empty.Print cartridge is defective.Incorrect cartridge installed.Print heads need to be cleaned and calibrated. | Replace the printer cartridgeClean and calibrate the printer using the supplied software |
| The printer is printing blank pages | The printer is out of ink or tonerThe print head is clogged.The corona wire has failed.The high voltage power supply has failed. | Replace the ink or toner cartridgeReplace the ink cartridge.Replace the corona wire.Replace the high voltage power supply |
| The printer display has no image. | The printer is not turned on.The contrast of the screen is set too lowThe display is broken | Turn on the printerIncrease the screen contrastReplace the display. |
| Printer prints unknown characters | An incorrect print driver is installed.The printer cables are loose | Uninstall the incorrect print driver and install the correct driverSecure the printer cables |
| Printer will not print large or complex images. | The printer does not have enough memory | Add more memory to the printer. |
| Laser printer prints vertical lines or streaks on every page | The drum is damaged.Toner is not evenly distributed in the cartridge | Replace the drum or replace the toner cartridge when it contains the drumRemove and shake the toner cartridge. |
| Printed Pages show ghost images | The drum is scratched or dirty.The drum wiper blade is worn. | Replace the drum or replace the toner cartridge when it contains the drum. |
| The toner is not fusing to the paper. | The fuser is defective | Replace the fuser |
| Paper is creased after printing | The pickup rollers are obstructed, damaged, or dirty. | Clean or replace the pickup rollers. |
| Paper is not being fed into the printer. | The pickup rollers are obstructed, damaged, or dirty. | Clean or replace the pickup rollers |
| Each time a network printer is restarted, users receive a “document failed to print” message | Printer’s IP configuration is set for DHCPA device on the network has the same IP address as the network printer | Assign a static IP address to the printerAssign a different static IP address to the printer |
| There are multiple failed jobs in the printer logs. | The printer is offThe printer is out of paperThe printer is out of toner or inkThe print job is corrupt | Turn the printer onAdd paper to the printerReplace the toner or ink cartridges(s)Restart or delete the print job |