Simple ways to improve a printer’s print quality
Updated: 10th December, 2025
For information specific to Apple, please refer to the following article from the Apple website: Set printing options for paper size, paper feed, and more on Mac.
With so much technology and features to make our digital work shine, it is only right that your printer is set up for success to produce the very best of your work. So, here are some simple but effective ways to improve your printer’s print quality.
Check the paper loaded in the input tray
Make sure the paper is loaded correctly. Paper that is wrinkled or too thick may not produce the quality you are looking for. Always ensure that the paper lays flat in the tray without obstructions.
For those using other types of paper, such as glossy photo paper or sticker paper, load the paper with the side you want to print on facing down. So, if you were to print some photographs, load the photo paper with the glossy side facing down.
Now that your paper is loaded correctly, let’s look at what happens during the printing process. If you’ve ever experienced smeared ink when the paper comes out, then it may be because the paper is too close to the printhead. This can occur if the paper is raised, wrinkled, or very thick – for example, a mailing envelope.
Check the paper type
Most manufacturers recommend that you use a paper type that is appropriate for the product. For specific paper instructions, please refer to the manufacturer’s product manual.
Check the ink levels
Certain printers have software that displays the current ink levels when printing. These are installed with the printer drivers during initial installation and can be a great indicator if the printed ink comes out faded or intermittently.
If no such software is installed you may use Windows’ built-in tool for checking estimated ink levels. To check the estimated ink levels in the cartridges:
Step 1. From the Control Panel, select Devices and Printers
Step 2. Right-click on the printer in question and select Printing Preferences
Step 3. Select the name of your printer (this is often the brand name, model name, model code, or a combination of these)
Step 4. Click on the Features tab and click on the Printer Services button
Step 5. The first tab will display the estimated ink level for the printer
Please note: ink-level warnings and indicators provide estimates for planning purposes only. When you receive a low-ink warning message, consider having a replacement cartridge available to avoid possible printing delays. You do not need to replace the cartridges until the print quality becomes unacceptable.
Check the print settings
If your work doesn’t look on paper quite like it did on your computer, then checking the colour settings is a good place to start. Perhaps the print is still set to grayscale, an option you can amend through the print settings. Additionally, look at the advanced colour settings such as saturation, brightness, and colour tone. These modify the appearance of colours. You can play around with these settings to see what works for you.
Matching the print quality to the type of paper loaded in the printer is also advisable. If colours are running into each other or the ink of the words doesn’t have a crisp edge to it, consider lowering the print quality setting. Or, if you are printing a high-quality photo or using a different paper type, you may want to choose a higher setting.
Don’t worry if you don’t choose the right setting on the first try. Printers are adaptable for good reason, so it can take some time, trial, and error, to get the exact result you want. But, with these steps, you can more easily tailor the settings for your needs.
Please note: on some computer screens, colours might appear differently than they do when printed on paper. In this case, there is nothing wrong with the product, print settings, or ink cartridges. No further troubleshooting is required.
Align the printer
Aligning the printer can help ensure excellent print quality.
To align the printer from the Control Panel:
Step 1. Load letter, A4, or legal unused plain white paper into the input tray
Step 2. From the Control Panel, select Devices and Printers
Step 3. Right-click on the printer in question and select Printing Preferences
Step 4. Select the name of your printer (this is often the brand name, model name, model code, or a combination of these)
Step 5. Click on the Features tab and click on the Printer Services button
Step 6. Click on the Device Services tab
Step 7. Click on the Align the Printheads button
Clean the Printhead
To clean the printhead from the Control Panel:
Step 1. From the Control Panel, select Devices and Printers
Step 2. Right-click on the printer in question and select Printing Preferences
Step 3. Select the name of your printer (this is often the brand name, model name, model code, or a combination of these)
Step 4. Click on the Features tab and click the Printer Services button
Step 5. Click on the Device Services tab.
Step 6. Click on the Clean the Printheads button
To print a print quality report:
Step 1. Load letter, A4, or legal unused plain white paper into the input tray
Step 2. From the Control Panel, select Devices and Printers
Step 3. Right-click on the printer in question and select Printing Preferences
Step 4. Select the name of your printer (this is often the brand name, model name, model code, or a combination of these)
Step 5. Click on the Features tab and click the Printer Services button
Step 6. Click on the Device Services tab
Step 7. Click on the Print a Print Quality Diagnostic Page button
The product prints a print quality report that you can use to diagnose print quality issues.
To evaluate the print quality report:
- Check the ink levels shown on the page. If a cartridge shows very low ink levels and you find the print quality unacceptable, consider replacing that ink cartridge. Print quality typically deteriorates as cartridges run out of ink.
Please note: if the print quality report is not legible, you can check the estimated ink levels from the control panel.
Please note: ink-level warnings and indicators provide estimates for planning purposes only. When you receive a low-ink warning message, consider having a replacement cartridge available to avoid possible printing delays. You do not need to replace the ink cartridges until print quality becomes unacceptable. - Look at the colour bars in the middle of the page. The bars should have sharp edges and be solid extending with uniform colour across the page.
- If any of the colour bars are irregularly streaked, lighter on one side, or contain one or more streaks of a different colour, refer to the following steps:
Step 1. Check the estimated ink levels in the cartridges
Step 2. Remove the cartridge corresponding to the streaked bar and clean the cartridge's electrical contacts
Step 3. Reinstall the cartridge and make sure all of the cartridges are properly installed
Step 4. Clean the printhead, and then print this diagnostic page again
Step 5. If cleaning the printhead does not solve this print quality issue, replace the cartridge corresponding to the streaked bar
Please note: if replacing the cartridge does not solve this print quality issue, contact the manufacturer for service if under warranty.
Step 6. If any of the colour bars show regular white streaks, align the printer; if the issue persists, clean the print head, and then print this diagnostic page again
Please note: if cleaning the printhead does not solve this print quality issue, contact the manufacturer for service if under warranty.
- Look at the large text above the alignment pattern. The type should be sharp and clear.
- If the type is jagged, align the printer, and then print this diagnostic page again
- If the text is uneven, streaked, or smeared, clean the print head, and then print this diagnostic page again
- Look at the alignment pattern above the colour bars. The lines should be straight and sharp.
- If the lines are jagged, align the printer, and then print this diagnostic page again
For inkjet printers that have not been used recently, it is possible that dried ink has clogged the printhead and the cleaning cycle may not resolve.
Step 1. Moisten a disposable paper towel, place on protected surface, carefully remove ink cartridge, and place onto moistened paper towel with printhead down
Step 2. Allow to sit for 1-2 minutes to soften dried ink
Step 3. Gently move the cartridge across 1-2 inches of the paper towel
Step 4. Blot dry with a fresh dry paper towel
Step 5. Reinstall the ink cartridge and run another test print
For Laser Printers Only (do not attempt with a standard inkjet printer)
In specific cases, you may be able to obtain a few more prints from a laser printer by following these instructions:
Step 1. Remove the toner cartridge from the laser printer
Step 2. Over a protected area, gently rotate the toner cartridge 2 to 3 times
Step 3. Place the toner cartridge back in the laser printer
