Common Printer Troubleshooting

Diagnosing and Resolving Issues

A guide to troubleshooting common printer problems, including print quality issues like garbled text, ghosting, and faint prints, as well as paper jams and network connectivity.
Author

Chuck Nelson

Published

November 16, 2025

1 Purpose

Printers are a frequent source of user support calls due to their many mechanical parts, software drivers, and network dependencies. This document covers some of the most common printer problems and provides a systematic approach to diagnosing them, applying the standard troubleshooting methodology to real-world symptoms.

2 What You’ll Accomplish

By the end of this reading, you will be able to:

  • Identify potential causes for common print quality issues like garbled text, ghosting, and faint prints.
  • List common causes of paper jams.
  • Apply the troubleshooting methodology to diagnose a network printer issue.

This reading maps to the following program and course learning outcomes:

  • Course Learning Outcomes (CLOs):
    • 3. Troubleshoot hardware and basic network components: This topic is entirely focused on the practical application of troubleshooting methodologies to a common hardware peripheral.

This exercise develops the following skills, which align with the O*NET SOC Code 15-1232.00 for Computer User Support Specialists.

Learning Objective O*NET KSAs Technologies Used
Diagnose common print quality issues. Knowledge: Computers & Electronics
Skills: Troubleshooting, Critical Thinking		 Garbled Text, Ghosting, Faint Print
Troubleshoot network printer connectivity. Knowledge: Telecommunications, Computers & Electronics
Skills: Troubleshooting, Systems Analysis		 ping, lpstat

3 Applying the Troubleshooting Methodology

Always start with the standard six-step troubleshooting process: 1. Identify the problem. 2. Establish a theory of probable cause. 3. Test the theory. 4. Establish a plan of action. 5. Verify full system functionality. 6. Document findings.

4 Common Print Quality Issues

4.1 Garbled Text or Gibberish

  • Symptom: The printer prints pages filled with random characters or incorrect formatting.
  • Probable Cause: This is almost always a printer driver issue. The driver is corrupt, the wrong driver is installed, or the application is sending data in a format the driver doesn’t understand.
  • Test/Solution:
    1. Print a test page directly from the printer’s control panel. If it prints correctly, the printer hardware is fine.
    2. Print a test page from the operating system’s printer properties. If this also fails, the driver is the likely problem.
    3. Reinstall the printer driver. Download the latest version from the manufacturer’s website.

4.2 Faint Prints or Blank Pages

  • Symptom: The entire page is very light, or parts of it are missing.
  • Probable Cause: The printer is out of toner or ink. For a laser printer, it could also be a problem with the transfer roller not applying a proper charge.
  • Test/Solution:
    1. Check the toner/ink level via the printer’s status screen or software utility.
    2. Gently remove the toner cartridge and shake it side-to-side to redistribute the remaining toner. This can often get a few more clean pages out.
    3. Replace the toner/ink cartridge.

4.3 Ghosting or Streaking

  • Symptom: Faint copies of the image are repeated down the page (ghosting). Vertical or horizontal streaks appear on the page.
  • Probable Cause: This is typically a problem with the imaging drum or the fuser assembly in a laser printer. The drum may not be cleaning properly, leaving residual toner that gets reapplied, or the fuser may be damaged.
  • Test/Solution:
    1. If the drum is separate from the toner cartridge, replacing the imaging drum is the most likely fix.
    2. If the problem persists, the fuser assembly may need to be replaced (often as part of a maintenance kit).

5 Paper Jams

  • Symptom: The printer reports a paper jam and stops printing.
  • Probable Cause:
    1. Worn Rollers: The pickup rollers that grab the paper are worn and can’t get a good grip, or they pull multiple sheets.
    2. Incorrect Paper: The paper is too thick, too glossy, or damp.
    3. Obstruction: A small, torn piece of paper from a previous jam is stuck in the paper path.
  • Test/Solution:
    1. Carefully follow the printer’s instructions to remove the jammed paper, ensuring no small pieces are left behind.
    2. Check the paper tray to ensure the correct type of paper is being used and it is loaded correctly.
    3. If jams are frequent, the pickup rollers likely need to be cleaned or replaced (often part of a maintenance kit).

6 Network Printer Issues

  • Symptom: A user sends a print job, but nothing happens. The print queue shows the job as “stuck” or the printer as “Offline.”
  • Probable Cause: A loss of network connectivity between the computer and the printer.
  • Test/Solution:
    1. Check the printer: Is the printer powered on? Does its screen show an IP address?
    2. Test basic connectivity: From the user’s computer, try to ping the printer’s IP address.
      • If the ping fails, it’s a network issue (e.g., bad cable, wrong Wi-Fi password, incorrect IP address).
      • If the ping succeeds, the network connection is good, and the problem is likely with the print service.
    3. Check the print service: On Linux, use sudo systemctl status cups to ensure the CUPS service is running. On Windows, check that the “Print Spooler” service is running. Restarting the service can often resolve the issue.

7 Reflect and Review

ImportantReflection: 3-2-1

Now that you have reviewed this document, take a moment to reflect on your learning in your personal notes:

  • 3 common print quality problems.
  • 2 potential causes of a paper jam.
  • 1 question you still have about troubleshooting network printers.
TipCheck on Learning

Answer these questions in your notes to solidify your understanding:

  1. A user’s printouts are covered in random, garbled characters. What is the most likely cause?
  2. Faint, repeating images on a laser printout are a classic symptom of a problem with which component?
  3. You are troubleshooting a network printer. You can successfully ping its IP address, but print jobs are not going through. What is the next thing you should check?
  4. A laser printer constantly experiences paper jams on its main tray. What consumable part is the most likely culprit?
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