How To Keep Your Copier Running Like New

Investing in a copier for your office is a significant expense, and it is crucial to keep it in top shape for optimal performance and longevity. Regular copier maintenance can help you avoid costly repairs and ensure that your copier operates smoothly. In this blog post, we will share some valuable tips to help you maintain your copier and keep it running like new.

Keep it clean

Regular cleaning is essential to prevent dust, debris, and toner buildup that can impact the copier’s performance. Use a soft, lint-free cloth to wipe down the exterior surfaces of the copier regularly. Be sure to pay attention to the paper trays, document feeder, and scanning glass. Avoid using harsh cleaning agents that can damage the copier. Additionally, clean the platen glass and scanning mirrors with a recommended glass cleaner to maintain the quality of scanned or copied documents.

Use quality supplies

Using high-quality supplies such as paper and toner cartridges can significantly impact the performance and longevity of your copier. Invest in good-quality paper that is suitable for your copier model and avoid using wrinkled or damaged paper that can cause paper jams. Similarly, using genuine toner cartridges recommended by the manufacturer will not only produce better print results but also minimize the risk of toner leakage or damage to the copier’s internal components.

Proper paper handling

To avoid paper jams and other issues, ensure that you load the paper correctly in the paper tray. Take care not to overfill the tray, as it can lead to misfeeds or paper jams. Make sure the paper is aligned properly and adjust the guides to match the paper size. It is also advisable to fan the paper before loading it, as this helps separate the sheets and reduces the chances of multiple pages being fed at once.

Regular servicing and professional check-ups

Just like any other mechanical device, copiers require periodic servicing and maintenance. Consult the manufacturer’s guidelines to determine the recommended service intervals. Regularly scheduled check-ups by a professional technician can identify potential issues before they escalate into major problems. Professional maintenance includes cleaning internal components, lubricating moving parts, and replacing worn-out parts if necessary. This proactive approach can extend the lifespan of your copier and optimize its performance.

Power management and environmental considerations

To conserve energy and reduce wear and tear on your copier, make use of power management settings. Configure the copier to enter sleep mode during periods of inactivity. Additionally, avoid placing the copier in direct sunlight or near heat sources, as excessive heat can affect its performance. Maintaining a stable and moderate temperature environment is ideal for the copier’s optimal functioning.

What to do if your copier has problems?

Even with regular maintenance, copiers can occasionally experience issues that disrupt workflow and productivity. Knowing how to address common copier problems can save you time and money. Dealing with copier problems can be frustrating, but with the right troubleshooting approach, many issues can be resolved without significant downtime or expense. By identifying the problem, restarting the copier, checking for paper jams, cleaning the device, updating firmware and drivers, and seeking technical support when needed, you can effectively address copier problems and restore smooth operation in your office environment.

When your copier encounters an issue, it’s important to identify the specific problem before attempting any fixes. Determine whether it’s a mechanical issue, a software glitch, or a combination of both. Review any error messages or codes displayed on the copier’s screen to gain insights into the problem. Additionally, observe the copier’s behavior and listen for any unusual noises. Understanding the nature of the problem will guide you in finding the appropriate solution.


By following these copier maintenance tips, you can keep your office equipment running smoothly and efficiently. Regular cleaning, using quality supplies, proper paper handling, periodic servicing, and power management will contribute to the longevity and optimal performance of your copier. Remember, a well-maintained copier will not only save you from costly repairs but also ensure consistent and high-quality printing and copying for years to come.