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The Standard Operating Procedure for Changing the Toner Cartridge in a Printer

Unlike some printers that rely on liquid ink when generating documents, laser printers use a powdery substance known as “toner” that sets into place when heat is applied. This material is kept in a special container known as a “toner cartridge,” which must be replaced when the available toner runs out. Although laser printers come in a variety of styles, the process for replacing toner cartridges is largely consistent from one model to the next.   1.Place a layer of paper towels or newspaper next to the printer. Turn on the printer and examine the control panel. Take note of the light or error message indicating which of the printer’s toner cartridges needs to be replaced.   2.Find the printer’s cartridge access door, located on the front or top of the device; some models may require you to lift the entire top section of the printer upward to gain access.   3. Examine the printer’s interior. If the toner cartridges are not visible, look for a protruding handle and pull it to remove the printer’s drum unit, allowing access to the toner cartridges. Examine the toner cartridges’ exteriors. Find the labels that indicate which colour of toner each cartridge contains.   4.Grab the handle connected to the empty toner cartridge. Pull the cartridge away from the printer’s interior or removable drum unit; on some printer models, you may need to move the handle forward or backward before the cartridge disengages from its location. Place the empty cartridge on the layer of paper towels or newspaper.   5.Keep both ends of the replacement toner cartridge in place. Turn the cartridge horizontally, then rock it from side to side to evenly distribute the toner. Remove any plastic tape or protective packaging from the exterior of the toner cartridge.   6.Grip the handle that is attached to the toner cartridge replacement. Insert the cartridge into the printer’s matching compartment; if your printer has a removable drum unit, insert the cartridge into the drum unit, then reinstall the drum unit into the printer. Close the printer’s access door. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

27/12/2022 0

How to Determine Actual Print Cost for Laser Printers

Though you may have lofty goals for your small business, you must master mundane details such as operating costs in order to keep the doors open. Laser printing costs are significant for a small business, as you produce correspondence, advertising flyers, legal documents, and a variety of other items. The actual cost of running your laser printer is calculated in cents per page; these costs remain fairly consistent over time. You add the costs per page for paper, laser toner, and maintenance items to calculate the cost. Depending on how much you use your printer, it may take a few months to collect all of the data, but you’ll have an accurate cost figure at the end. 1. Determine the cost per page of the paper you intend to use. If you buy paper by the case, for example, a standard case contains five reams of 500 sheets each, for a total of 2,500 sheets. If the case is $30, $30 divided by 2,500 equals $0.012 (1.2 cents per page). 2.As you use the printer, record the page count and date in your notebook for the first day of each month. 3.When changing a laser toner cartridge, record the date and the printer’s page count in your notebook. Include the cartridge’s cost in your notes. If you have a colour laser printer, take note of the colour of the toner. To calculate the cost per page, divide the total cost by the number of pages printed by the printer. $100 divided by 10,000 equals $0.01 or 1 cent per page for a $100 toner cartridge with a page count of 10,000. 4.When replacing a component such as the printer drum or fuser assembly, record the date and the page count in your notebook. Take note of the item’s cost and divide it by the number of pages. If you replace the printer drum with a page count of 75,000 and the cost is $200, the per-page cost for that item is $0.0027, or 27 cents per page. 5.Combine the amounts when you have at least the paper and toner costs. If your printer is colour, wait until you have cost figures for all four cartridges: cyan, magenta, yellow and black, and add these together. Maintenance items contribute less to your long-term per-page printing costs, but they are required for an accurate figure. If paper costs 1.2 cents per page, toner costs one cent, and the printer drum costs 0.27 cents, the total cost per page is 2.47 cents. 6.Compute the average cost of a month’s printing. For example, if you printed 3,000 pages in January, 3,300 pages in February, and 2,800 pages in March, your monthly average is 3,000 plus 3,300 plus 2,800 divided by 3, or 3,033 pages. To calculate the average monthly cost of laser printing, multiply this figure by your per-page cost. For instance, 3,033 times 2.47 cents equals $74.92 per month. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

23/12/2022 0

Laser Printer Maintenance Cleaning Procedures

Laser printers are the office workhorses, producing thousands of pages per year – or even per month – in professional settings ranging from healthcare facilities to insurance companies. Your laser printer is an investment that must be properly cared for and maintained. Although basic maintenance and cleaning procedures are universal, always consult your printer’s manual for specific cleaning instructions and parts replacement. Cleaning and Maintenance SafetyAlways unplug your printer during maintenance and allow it to cool for at least an hour before cleaning or performing maintenance near the fuser-roller compartment, as a hot fuser can cause burns. Toner is used by all laser printers and contains small particles that can get into your lungs or on your skin during cleaning, so turn off any nearby fans. Wear latex gloves and a mask during cleaning to avoid breathing in toner, and wait at least 10 minutes after maintenance before returning to the area. Brush and VacuumRemove the paper trays after the printer has been turned off and unplugged. Brush toner and dust from crevices with a fine-bristled paintbrush before cleaning the interior compartment of the printer with a toner vacuum – available at office supply stores – by running the nozzle through the compartment without contacting any internal surfaces such as fine wires. Wipe with a Damp ClothRemove the toner cartridge and clean it with a toner cloth, which is available at office supply stores. Softly rub the printer’s delicate wires with a cotton swab dipped in isopropyl rubbing alcohol. Wipe down the interior with a dry, lint-free cloth. Dampen the cloth slightly and clean the rollers and separation pads with it, but avoid touching the rollers with your bare hands. Exterior CleaningDust the outside of your laser printer with a clean, dry cloth or a lint-free, microfiber duster on a regular basis. Cleaning the printer’s exterior casing is usually as simple as wiping it down with a clean, damp cloth; for deep cleaning, add a little isopropyl alcohol to the cloth; never use solvent or ammonia-based cleaners. Clean the printer’s exterior every time you change the toner, or about every 2,500 pages. Other MaintenanceWhen prints begin to fade, replace the toner with a new cartridge or a refill kit. Shiny, glazed-looking surfaces indicate the need for new rollers, whereas fuser assemblies with marks or scratches require replacement. In most cases, error messages appear to indicate that the drum needs to be replaced. To clean the paper path, feed a transparency sheet through it two or three times without printing. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

22/12/2022 0

How to Get Rid of Streaks on Copiers

Despite the prevalence of printers and all-in-one devices in offices and other places of business, copiers are still widely used as an efficient way to make multiple copies of documents. Copiers, on the other hand, frequently leave dark streaks on copies after extended use. Built-up toner deposits within the copier and scratches on the copier drum are two possible causes of these streaks. However, regular copier maintenance will remove these streaks and protect the copier from damage. 1.Inspect the copier’s glass for cracks or other damage that could be causing the streaks. If there are cracks in the glass, it must be professionally replaced.   2.Clean the copier’s glass to remove any spots or deposited materials, such as correction fluid, that may have stuck to the glass while making copies. Glass cleaner and a dry rag should be used. Make a single blank copy to see if this solves the problem. 3.Open the copier’s front panel and remove the toner cartridge. Clean the cartridge with a dry cloth and vacuum any loose toner from the area where the cartridge is installed.   4.Using a can of compressed air, blow loose toner and other debris from the inside of the copier. Use the air to clean areas of the copier that are difficult to reach, such as the paper feed. 5.Install a new toner cartridge and make another blank copy. If the streaks persist, they are most likely caused by toner, debris, or scratches on the copier drum. 6.Avoid damaging the copier drum by turning off any bright lights in the copier room. Remove the toner cartridge once more to gain access to the drum. Using a microfiber cloth instead of your bare hands, carefully remove the drum from the copier.   7.Inspect the drum for cracks or scratches; if any are found, the drum must be replaced. Spray the drum with compressed air to remove any toner or other debris.   8.Replace the toner cartridge and carefully replace the drum in the copier. The streaks should be gone after cleaning the glass, removing any loose toner, and cleaning the drum. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

21/12/2022 0

What Happens If a Printer Drum Runs Out?

Photosensitive drums are used in the printing process by laser and LED printers. The pattern of the page is flashed onto the drum, which picks up an electric charge where the light strikes it. The drum then picks up toner in the charged areas and transfers it to the paper. An electrical charge in the printer then resets the charge on the drum, allowing it to print again. The chemicals in the drum can lose their effectiveness over time, and the surface of the drum can be damaged. Printer Stops PrintingMany printers have sensors that count the number of pages printed by the drum. When they reach a certain preset threshold, the sensors usually warn you that your drum needs to be replaced and eventually stop the printer from printing until the drum is replaced. This helps to avoid receiving low-quality output from a failing drum. Faded or Blurry PrintsThe repeated charging and discharging cycle, combined with the electrical charges used by printers, can break down the chemicals in an imaging drum over time. As the chemicals degrade, the drum’s ability to attract toner weakens, and the boundaries between charged and uncharged areas become more blurred. This results in prints with blurry edges and grey areas instead of black. Lines on PrintsMost printers have built-in wipers that clean any leftover toner from the drum because the drum is supposed to have a smooth and clean surface. However, some drums can develop scratches or toner deposits over time. These deposits can cause thin vertical lines to appear on printouts, indicating that the drum has been damaged and must be replaced. Spots and Blotches on PrintoutsDrums can attract random dirt spots as they become dirty and age. These areas can either add toner to pages or prevent toner from being transferred. If one or both of these print quality issues occur, it may indicate that the drum needs to be replaced. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

20/12/2022 0

Color Digital LED Printer vs. Laser Printer

Color digital laser printers and light-emitting diode printers are nearly identical. Both use a photosensitive drum and can print your business documents relatively quickly by melting toner to the paper. The difference between the two printer technologies is in how the drum is illuminated: Laser printers use a laser beam to move across the drum, whereas LED printers use an array of LEDs to flash the entire line at once. CostBecause of the simplicity of the LED array, LED printers are typically less expensive to produce. Laser printers, on the other hand, necessitate a precisely focused laser beam and a delicate optical assembly with numerous moving parts. Because of these components, many laser printers are more expensive than comparable LED printers. ReliabilityLED printers are more reliable due to the same factors that make them less expensive. The main image engine in an LED printer has no moving parts because the LED array remains stationary and simply blinks the page pattern. While the majority of laser printers use stationary lasers, they also use a rotating optical piece to scan the laser’s beam against the drum. The multiple moving parts in the light engine of a laser printer make it more prone to failure. Image QualityAlthough the differences can be subtle, laser printers generally produce higher-quality printouts than LED printers. Because a laser printer has only one light source, each pixel receives the same amount of light. On LED printers, the print array contains thousands of LEDs with slight differences in light output. LED printers have a fixed resolution that is determined by the number and size of LEDs in the array. Laser printers, on the other hand, can change the size of their dots to change their resolutions. SizeDrums, toner cartridges, and a paper path are all found in laser and LED printers. The simpler light engine on an LED printer, on the other hand, requires less physical space, giving LED printers a smaller footprint. However, the size advantage of an LED printer does not apply to colour printers because the printer must still be large enough to hold four different toner cartridges. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

19/12/2022 0

Parts of the Printer

The printers in your office that print correspondence, invoices, and reports contain hundreds of functional components. Printers vary in price, size, and capability, but they share many components. Paper storage, a feeder to feed paper into the printer, a printing mechanism, and electronics to control the entire process are all standard features of printers. Paper Trays Printers have at least one tray – and sometimes several trays – where paper is stored for printing. Simple desktop printers typically have a single tray that can be adjusted to accommodate different sizes of paper, envelopes, and other materials. A small printer tray usually holds 100 to 250 sheets. A larger printer, suitable for a large group of users, has cassette trays that can hold thousands of sheets. It may also include a manual feeder tray for envelopes and other special forms. Feed Mechanism The feed mechanism of the printer takes a sheet of paper from the tray and feeds it through the print mechanism. A set of rubber rollers on the feed mechanism is designed to reliably pull single sheets from the tray’s top. The printer’s electronics send timing signals to the feed mechanism, so when one sheet is finished, the printer replaces it. Laser Print Mechanism A metal drum, a laser, and optics to reflect the laser comprise the print mechanism of a laser printer. The optics scan the laser beam across the drum’s surface, “drawing” text and graphics in the form of a grid of tiny dots. The light-sensitive surface of the drum reacts to the laser by accumulating a charge of static electricity. Toner powder only adheres to the drum where static electricity holds it. The powder melts as the drum heats up, and the print mechanism presses it onto a sheet of paper. Inkjet Print Mechanism An inkjet printer sprays ink precisely from a cartridge or set of cartridges that move back and forth across a sheet of paper. Because the cartridge contains many active components, an inkjet print mechanism is straightforward, consisting only of a motor-driven belt that transports the cartridge. Electronics A microprocessor and memory, as well as a control panel and other components, comprise the electronics of a printer. A document is received from the user’s computer and converted into a series of tiny dots that form the image on the page by the microprocessor. It also regulates the timing of the feed and printing mechanisms and stops the printer if a paper jam is detected. The control panel allows you to pause, restart, and test the printer, as well as change its settings. Output Bins Printed sheets are deposited in one or more output bins. Most printers have a single bin where pages are neatly stacked. More sophisticated printers have two or more bins for organising multiple print jobs or collating report pages. When the output bin is full, a switch may be activated, causing the printer to stop. This keeps pages from falling off the top of a stack and scattering across the floor. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

16/12/2022 0

Inkjet Printers That Do Not Require a Color Cartridge

Monochrome printing devices once dominated the office desktop. Color arrived in the form of bulky, expensive equipment that only print shops and big corporations could afford, then democratised to meet small-business budgets. That doesn’t mean the need for or usefulness of black-and-white devices went away. Monochrome hardware, such as inkjet printers that never require a colour cartridge, continues to serve niche markets. Desktop PrintersInkjet printers produce photos, business charts, and graphics in vividly saturated colour. However, inkjet manufacturers also produce monochrome models for business use in offices, where printed output primarily consists of forms and other documents that do not require colour. Designated for sale in limited regions and designated for emerging markets, these devices feature inexpensive operation in a compact size. Simultaneously, manufacturers offer high-speed monochrome inkjet printers that can compete with the output performance of monochrome laser printers. Some of these devices offer PostScript emulation, advanced networking capabilities, multiple paper trays and other features that dominate the laser printing market. Label PrintersBarcodes, short-use ID badges, shipping labels and addressing for direct mail campaigns are three of the applications served by monochrome inkjet hardware. From desktop-sized label printers to industrial hardware, these units serve specialised needs in business and manufacturing with output at resolutions equivalent to 600 dots per inch. Inkjet hardware, which is integrated into printing presses, combines what would otherwise be two steps in the production of materials for mail distribution: mailpiece printing and addressing. Some of these inkjet devices can replace thermal printers in installations where the readable images left behind on ribbon-based thermal units pose a liability risk due to confidentiality and security. Short-Run PublishingChanges in the processes of book manufacturing, including print on demand and self-publishing, require new and more economical output methods to accommodate short runs. Large-footprint monochrome inkjet devices can replace conventional printing presses in producing books, sheet music, manuals and user guides with no colour illustrations. These devices combine high-speed output, high resolution, and integrated finishing equipment to produce entire books in a single pass through a single machine. PlottersPlotters are still used by architectural and industrial designers to create computer-aided design documents that show construction documents, device designs, and building floor plans. Although the term “plotter” originally referred to hardware that used actual ink pens mounted on computer-guided printing arms, plotters today use inkjet mechanisms, including monochrome implementations, to achieve the same results at faster speeds. These devices can print on a variety of materials, including sheet- and roll-fed paper and translucent plastic. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

15/12/2022 0

How Does a Dot Matrix Printer Work?

Dot matrix printers, also known as impact matrix devices, are an older type of printer that uses an ink-soaked ribbon similar to a typewriter. During the 1970s and 1980s, these devices were the most popular low-cost printing option, but by the mid-1990s, laser and inkjet models had largely replaced them. Dot matrix printers, however, are still in use for some specialty applications as of the date of publication due to their ability to print quickly even on multi-part documents. Basic Printing FunctionCharacters are created on paper by striking an inked ribbon with a hard surface in all dot matrix printers. Dot matrix printers, unlike typewriters that use a similar mechanism, do not have fixed character shapes or fonts. Rather, each individual character is created by arranging a series of pins. Dot matrix printers can now be used for basic graphical printing, multiple fonts, and basic text printing – but the printout has a distinctive “dotted” appearance. Dot matrix printouts frequently produce poor-quality text that is difficult to read. Furthermore, dot matrix printers are generally noisier than inkjet or laser models. Media TypesMost dot matrix printers employ a “daisy-wheel” paper feeding mechanism that necessitates the use of special continuous-feed media with punched holes on the sides. They perform best on uncoated, thin paper. Dot matrix printers, unlike laser or inkjet printers, are suitable for use with multi-part forms such as shipping paperwork and invoices. Because of their impact-based printing capabilities, they can print on all parts of a single form in a single pass. Dot Size and Pin DensityThe number and size of pins in a dot matrix printer’s print head have a significant impact on print quality; even the best dot matrix printers cannot match the quality of inkjet or laser printers. The most basic dot matrix devices use only nine pins to generate each individual character, resulting in a pixelated, blocky appearance. More complex printers employ a greater number of smaller pins, resulting in greater detail and the elimination of the distinctive look of dot matrix text. Dual 9-pin and 24-pin print heads are common configurations for these printers. Modern UseDot matrix printers were phased out of common office and home use as inkjet and laser printers became more reliable and affordable in the early to mid-1990s. They remained popular in businesses that required continuous feed documents or multi-part forms. Due to the low demand for them, dot matrix printers are produced by a relatively small number of manufacturers and have become relatively expensive compared to inkjet and laser printers that offer similar functionality as of the date of publication. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

14/12/2022 0

Types of Impact Printers

Impact printers outnumbered inkjet and laser printers until the 1990s. An impact printer produces a printed character by striking a moulded letter made of plastic or metal against paper via an inked ribbon. In commercial data processing, personal desktop printing, and early forms of word processing, impact printing was widely used. Because the impressions were strong enough to penetrate several layers of paper, the method was ideal for multipart forms used in business and government. Dot MatrixThe print head of a dot matrix printer projects the tips of nine wires, forming a vertical column of dots. An electronic mechanism pushes the wires out with precision timing as the print head scans a page. The wire tips make contact with a ribbon, which makes horizontal patterns of dots that form letters, numerals, lines, and other characters. The mechanism can produce simple graphics such as line drawings and bar codes because the printer can control the placement of individual dots. Dot matrix printers make a shrill buzzing noise; they are not suitable for quiet environments unless they have a sound-deadening case. ChainA chain printer is made up of a series of metal characters and numbers that are arranged in a continuous loop, similar to the blade of a chainsaw. A row of hammers strikes the characters as they move around the chain behind the paper. The chain mechanism can print several hundred lines per minute, which is faster than a dot matrix. Because it is more complicated mechanically, the chain printer is also more expensive than a dot matrix printer. Its character set is limited to whatever is on the chain; graphics created with a chain printer are at best crude. A chain printer, like a dot matrix printer, is somewhat noisy. Daisy WheelDaisy wheel printers are roughly the size of a typewriter and were used as early typewriter substitutes. The print mechanism employs a collection of moulded characters arranged around the circumference of a circle; each letter is attached to the end of a thin metal or plastic stalk, resembling the petals of a daisy. A mechanism moves the daisy wheel across the page, causing the wheel to rotate and move the appropriate letters into place as an electric hammer strikes the character. The daisy wheels were designed by printer manufacturers to be replaceable; by changing the wheel, you could print with characters from different fonts. Daisy wheel printers are quieter than other types of impact printers, though some clatter is still produced. DrumDrum printers and chain printers share features and print at high speeds. Raised characters have been formed into the surface of a metal drum the size of a baker’s rolling pin. Electric hammers strike the paper as it rotates, forcing it against a ribbon that sits between the paper and the drum. The print drum is quieter than a chain because it makes no noise as it rotates, as opposed to the clatter that a chain makes as it spins. It prints only the characters on the drum, just like the chain printer. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

13/12/2022 0

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