Printer Problems – Student Assistant Guide
Handling Printing Problems
- About Print Queues and Printer Panel
- Printer Messages or Patron Printing Troubles
- Prevent ‘Stuck on Ready’ Problem
- If all Printers are not Working
In general, most kinds of printing troubles are handled by going to the patrons PC and helping them like you learned about in the previous printing section. If not, then our most frustrating printing problems can be handled at the printer directly or even in the printer queues.
ON THE RARE OCCASION YOU MAY HAVE TO DELETE A PROBLEM JOB TO CONTINUE PRINTING
We don’t want to delete jobs people need so be careful and pick jobs that are known problems.
For Example: A large and very slow printing job may back up to many other jobs for our system to handle.
If you have a very slow printing job, say, 1 page every 45 seconds, look at the print queue’s to figure out and report the name(s) of the job(s) causing trouble.
The color printer is an exception to this. The jobs take a long time to process for the color printer even if it a relatively small job.
WATCH THE PRINT QUEUES DURING YOUR SHIFT
Check on the print queues every so often so you can prevent bigger troubles. When jobs in a queue have the status Ready or Printing while the printer is silent it means that printer needs help!
Occasionally a printer is stuck & print jobs get out of hand before any student reports it it to us. Something like 30 or more jobs in the queue would be something to worry about.
With each printer problem we want you to take an organized approach to decide how best to help the patron and keep the printers going. We try not to have much down time for the printers.
WHEN HANDLING PRINTER PROBLEMS START BY TAKING CAREFUL NOTE OF THE FOLLOWING:
- What does the printer panel say VS what the library patron is saying (a patron may tell you that the printer is out of paper when that is not the case)
- Are there any jobs in that print queue trying to print (Jobs that have status Ready or Printing)
- Are the other printers printing for other users or do we have bigger problems than a single patron/printer (see ‘If All Printers Are Not Working’ below)
We keep a special printers folder on the desktop of every PC. Inside the Printers Folder shortcut you’ll find the library printers including the guest pay printer, and a PDF printer that makes a PDF document out of anything you can print.
Open any one of the queues and you’ll see:
- The name of the printer and its status along the top of the window, then below that:
- Document Name,
- Size, and
- Time submitted
for every print job in that printer queue. When a job status says ‘Printing’ the job will load into the printer memory (size will increase until it is fully loaded) and it will have an IP adress next to it. The IP address is the printers address on our network.
PRINT QUEUE JOB STATUSES
- Status Column: statuses in the printer queue mean this:
- Paused = They have not released the print job with Papercut (Paused is the default status)
- Ready = The job has been released & is in line waiting for the printer to be available
- Printing = Will only show briefly while printing until the job has loaded into printer memory and prints
PRINTER PANEL STAUSES (THE SCREEN ON TOP OF EACH PRINTER)
- Messages on the printer panel and what they mean:
- Paused = Someone pressed the Pause/Cancel icon and paused the printer. Press it again to un-pause the printer
- Ready = No print jobs / not currently working on a print job.
- If the queue says jobs are “Ready” or “Printing” but the panel just says ‘Ready’ this is a problem. see answer in section below
- 49.XXX = Printer processor crash. Power the printer off, wait 30 seconds, and restart. Then cancel the first job. See detailed section instructions below
Messages show in the message section. Press the ‘Warning Error ‘icon to see the instructions to fix the errors
Problem: The printer says ‘Paused’ on the printer panel
Do This: Push the Pause/Cancel icon on the printer panel (the red X icon) and from there choose to Resume the printer
Problem: Patron says the printer is out of paper. The panel says “Tray _ is out of paper”
- Quickly check the trays and see if it has any paper if it doesnt fill the tray, if it does hit the prompts on the Printer Panel to reroute the job to a different tray.
- If that doesnt work go to the patrons PC to help them print. Look for their job in the queues and see what printer they printed to in Papercut etc.
Problem: Printer stops printing and says “Add Paper size _____ to tray 1”
Do This: Press the Warning Error icon on the Printer Panel then scroll down to the bottom of the instruction and press the OPTIONS button. From there select another tray to print from. We don’t ever use tray 1 on the big printers. Tray 1 is for custom printing only.
NOTE: If a patron has special paper and needs to print with it they have to use the Quick Print Station in the scanner room. We don’t support paper wider than 8.5 inches.
Problem: Printer Jam message
Do This: Look for Jams in all possible locations that don’t require you to turn off the printer as per these instructions:
Big Printers: http://library.newpaltz.edu/techpages/manageprinters.html#clearjams
Color Printer: http://library.newpaltz.edu/techpages/colorprinter.html#Jams
If nothing fixes recurring jams and the tech staff are not around power off the printer and put an out of order sign on the printer in a plastic sign holder or clearly on the top of the printer. Then make sure you report this on the tech reporting form.
Problem: Patron says the printer’s not printing BUT the Printer Panel says Ready and the jobs in the queue all have the status Paused
- Go to the patron’s station & show them how to release print jobs
- OR If they released it perhaps it went to a different printer find out which printer it went to in Papercut
- OR use your knowledge of the printing solutions online to solve their issue. Printing Tech Pages
Problem: Stuck on status Printing or printing each page verrrrry slowely
Do This: If the printer is printing one page per minute or says ‘Printing’ on the panel but prints nothing. Go to the printer queue, find the job that has the status “Printing”, and write down the name of that job and the owner. Then go to the printer panel press the Pause/Cancel icon and choose Cancel Job from there.
Problem: Printer panels ‘Ready‘ but not printing
If the queue is backing up, a printer is not printing, and the panel just says ‘Ready’.
- Power the printer off and wait 30 seconds and power it back on.
- OR If the other printers are not printing but have jobs in the queue we have bigger problems. see ‘If All Printers Are Not Working’ below or ‘Monitor Print Queues to Prevent Stuck on Ready’ problem for detailed instructions
Problem: Library guest user says they cant print
Do This: Library guests are set to print to the Pay10centsperpageGuestPrinter behind The Desk by default. Make sure that is their default printer and that it is not paused on the PC. Like this:
- Double-click on the Printers icon on the desktop, then right-click on Pay10centsperpageGuestPrinter and choose “Resume printing.” The status of the printer should read: Ready. Right click on it again and choose “Set as Default Printer“
Problem: A document embedded in a Blackboard course only lets you print page #1
Do This: Right click on the embedded document and look on the menu for “This Frame. . .” then try “Show this frame only“. Then look at print preview, you should have the whole document.
Problem: 49.XXX Service error on a Printer Panel OR the panel is crashed and does not respond when you press the buttons
This message means a defective or corrupted PDF document is causing the printer’s little brain to crash.
- Go the printer queue find the job that has the status “Printing” write down the name of that job and the owner.
- Then turn the printer off and back on again. Stay with the printer while it comes on
- As soon as the printer is finished warming up, press the Pause/Cancel button. Then select “Cancel Job“
- Repeatedly hit the Pause/Cancel Button & select ‘Cancel Job’ a few times (2 or 3)
- Then if the printer begins printing normally again the error has been fixed
Also, start watching the queues for the print job name you wrote down. This same print job could be part of an assignment and might pop up on other printers. If you see this error again with the same print job name report it on the tech reporting form and feel free to delete that job from the queue when you see it.
Problem: Any other Printer Panel error not listed here
If the printer has an unusual error on the printer panel that does not involve a jam.
Do This: Power it off wait 10 seconds power it on. If it is not fixed after restart, call for or get library tech team assistance & send us an error report from the Tech Problem Report web page.
Sometimes printer memory can’t keep up & just stops accepting jobs from the queue but it does not report an error. We call this the “Stuck on Ready” problem because the printer panel says Ready but does not print waiting jobs. When it happens it usually happens multiple times in a row.
The only way to fix it is to power the printer off and back on.
We can catch it ahead of time if you are watching the printer queues and you see a job do this:
- The printer queue will have large jobs in it and one has the happy status Printing
- The job printing will show an increasing number of megabytes printed VS total in the size column. Like this: 48.0 MB / 91.3 MB
- & Suddenly the number will stop increasing and revert to a smaller number of KB
Printing Fine in this example: job size printed OF total increasing normally.
But THEN Stuck : Job not done and size suddenly drops to a small number of KB
The panel error:
- “Press OKto print last page“ Also means the printer may be “Stuck on ready”
You have to power it off and power it on again. (If it says ‘Press check mark and print final page’ do that first then power the printer off) The Power Button is on the lower left side on the front.
NOTE: The printers always take 4 minutes to fully reset and begin printing again.
NOTE: When watching the queue you have to Refresh the View periodically to force the queue display to be up to the moment. (see image below)
Inquiring minds want to know:
- Is it a campus wide printing system problem?
- How long will it be down?
- Is it a network down problem?
- If so what part of the network is down?
- Is it just the on campus network
These are the things you need to find out. then you may need to make an announcement to the library patrons or put up appropriate signs. THINGS TO DO:
1.Test the network
- Test if you can get to a campus web page like the library web page.
- Test if you can get to an off campus web page like Google.
2. Call the Student Help Desk, ext. 3597 & ask them:
- Are they able to print? Is their network down?
- If not, ask if they have any information about an outage
- Do they know how long it will last?
- Are any other services affected? (i.e. my.newpaltz.edu, blackboard)
3.You may have to make an announcement to the library patrons!
- Make the announcement loud enough so they can be heard and sound professional. The same way a tour guide gets the message out to a tour group.
- Tell them what the problem is, that we are working on as a solution, what they can do if anything.
- Make announcements to each section of tables in the main reference area separately.
Examples of announcements:
“Excuse me everyone. Printer 2 is down. We have called to get it fixed but we don’t know how long that will take. When you print please select printer 1 or printer 3 and print to that instead. “
“Excuse me everyone. The campus printing system is down but they are working on it. It may be back up in one hour. Please be sure to save all your work so you can print it later. “
4. Simple Informative Signs
Occasionally we need to place signs out for the public that we don’t have pre-made. If you have to, use as few words as possible. Make the words big enough to fill the page and be clear.
Printer 1 is down send print jobs to Printer 2 OR 3