Office Printer Problems? Fix, Repair or Replace: A Small Business Guide

The printer jams ten minutes before a client meeting. Nobody can print from their laptop since the Wi-Fi was changed. The scanner stopped sending to email after a password update. Printers cause more day-to-day frustration in small offices than almost any other device, and the right answer is not always a new one. This guide covers the most common printer problems, what you can try yourself, when a repair makes sense, and what to look for if it is time to replace it. Our team handles printer setup, troubleshooting and replacement as part of our help desk and onsite IT support.

Common printer problems and quick checks

Nobody can print, or it shows as offline

This is usually a network issue rather than a fault in the printer. Check that the printer is powered on and connected to the right network, restart the printer and the computer, and see whether its network address has changed. Giving the printer a fixed address on the network, or connecting it with a cable, stops it from disappearing every time the router restarts. Problems after a Wi-Fi change are a classic sign. Our guide to office Wi-Fi that keeps dropping covers related issues.

It prints from some computers but not others

This points to drivers or settings on the computers that fail. Removing the printer and adding it again with the correct driver from the manufacturer, rather than a generic one, usually fixes it. After a Windows upgrade, older printers may need an updated driver or may no longer be supported.

Scan to email or scan to folder stopped working

Very common after a password change, a move to multi-factor authentication or a security update to Microsoft 365, because the printer can no longer sign in to send email. The scanning settings need to be updated to a supported method. A shared folder on a computer that was replaced or renamed will also break scan-to-folder.

Paper jams, streaks and faded prints

Use the correct paper type and do not overfill the tray. Remove jammed paper gently in the direction it travels, and check for small torn pieces. Streaks and fading usually mean a toner or ink cartridge, drum or fuser that is worn out. If jams keep happening with good paper, rollers may be worn, which is a repair job.

Error codes and strange noises

Note the exact error code before you restart. Grinding or clicking sounds, repeated fuser errors or a printer that will not start up are hardware faults that should be looked at before more damage is done.

Repair or replace?

Repair usually makes sense when:

• It is a business-grade printer in good overall condition.
• The fault is a single part such as rollers, a fuser or a sensor, and parts are available.
• The running costs per page are still reasonable for your volume.

Replacing is usually better when:

• The printer is old, parts are discontinued or the manufacturer no longer updates the drivers.
• Repairs keep coming back or cost close to a new machine.
• It cannot work securely with your current systems, such as modern email sign-in for scanning.
• Your printing volume or needs have outgrown it.

The same thinking applies to laptops and desktops. Our article on repairing or replacing a business laptop walks through it.

Buying a new office printer: what to check

• Cost per page: cheap printers often have expensive cartridges. Compare the cost of toner or ink per page, not just the price of the machine.
• Monthly volume and duty cycle: choose a printer rated comfortably above what your office actually prints.
• Laser or inkjet: laser suits most offices printing mainly documents. Business inkjets can work well for colour at lower volumes.
• All-in-one features: scanning, copying and double-sided scanning save time if your team handles paperwork.
• Network and security: wired network support, secure scanning to email and cloud, admin password and firmware updates.
• Mobile and Microsoft 365 printing: easy printing from laptops and phones without installing drivers on every device.
• Service and supplies: make sure toner and parts are easy to get locally.

Setting it up properly

A new printer works best when it is placed on the network with a fixed address or a cable, set up with the correct drivers on every computer, secured with an admin password, and configured for scanning using a supported sign-in method. Old printers should be removed from every computer so staff do not print to a machine that no longer exists. If you are moving offices or setting up a new space, include printers in your new office IT plan.

Printer help in Surrey and the Lower Mainland

We troubleshoot, repair and replace office printers and scanners for businesses across Surrey, Burnaby, Coquitlam, Richmond and the Lower Mainland. Many problems are fixed remotely through our remote IT support, and a technician comes onsite for hardware faults and new installs. We also handle computer and laptop repair for the machines that print to it.

Frequently asked questions

Why does my printer keep going offline?

Usually because its network address changes or the Wi-Fi connection is weak. Giving the printer a fixed address, or connecting it with a network cable, normally solves it.

Why did scan to email stop working?

Most often because the email password changed or Microsoft 365 security settings were updated, so the printer can no longer sign in. The scan settings need to be updated to a supported sign-in method.

Is it worth repairing an old office printer?

If it is a solid business model with one worn part and supplies are still available, often yes. If parts are discontinued, faults keep returning or running costs are high, replacing it is usually better value.

Can you set up a new printer for our whole office?

Yes. We install the printer on the network, set it up on every computer, configure scanning, secure it and remove old printers, so it works for everyone from day one.

About the author: Naqash Bin Iqbal is an SEO Specialist at Insmart Technology, a Surrey-based managed IT and cybersecurity provider.