Spotting Hardware Issues
Your computer usually makes it obvious when you've got low ink or toner problems. A warning bubble will pop up next to your printer icon in the Windows Toolbar. This warning will tell you if ink or toner is low, and it'll specify whether you need to replace the black or color cartridge.
It can be a little more difficult to pinpoint structural problems with your printer. Sure, your OS might let you know that something's up, but it's unlikely to inform you as to the actual hardware issue. So, you might have to poke around inside your printer to see what's wrong with the hardware.
Outdated Drivers
Most of the time, however, outdated drivers or bad software is the cause of printer miscommunication problems. When your OS can't process information from your printer drivers, there is a gap in communication between your printer and your computer.
It's possible that your printer drivers are outdated. If this is the case, your recourse is to install new printer drivers so that you can update your computer's drivers.
Installing from the CD
If you still have the installation CD that came with your printer, then you can try installing from the CD. Be aware that if you've changed operating systems since you acquired the CD, you might have trouble with the drivers on the CD. However, if the CD's drivers are compatible with your OS, then just do the following:
Open the CD/DVD drive and insert the installation CD into the drive.
Click "Start."
Click the "Control Panel."
Select "Devices and Printers."
Click "Add a New Printer."
Then, just open the Hardware Wizard.
Click "Search automatically for updated driver software."
Follow the instructions.
How to Download Drivers from the Manufacturer
If you don't have the installation CD, you can try to download the drivers directly from the manufacturer's website. You'll need to know exactly what your printer's make and model is, and you'll also need to ensure you're downloading the most recent driver update. Also, be sure that the driver update is compatible with your operating system.
Try Driver Update Software to Replace all of your Outdated Drivers
Another fast way to install new printer drivers is to use driver update software, which is specifically built for replacing drivers. You can find this software by going online, although you should visit some of the software rating sites to ensure you're downloading good software. Try going to Tucows and locating the driver update software that has a 5 cow rating.
Also, make sure the driver update software works for your operating system. It's a good sign if a company has built software for multiple OS platforms, as it means they stay up-to-date with operating systems.
