Knowledge Hub

Printer Relocation

Toshiba e Studio 2525 (5)

Whether you’re moving a small desktop printer or a larger multifunction device, a safe relocation ensures your machine arrives in good working order without leaks, damage, or costly downtime. 

This article will walk you through the correct process, the materials you’ll need, and the support we can offer to ensure your printer is moved safely and is ready for use in its new location. 

Toshiba e Studio 2525 (8)

Why does printer relocation need extra care? Preparing your printer for relocation Packing materials you'll need Transporting the printer Setting up in the new location Testing the printer Frequently Asked Questions

Why does printer relocation need extra care? 

Printers contain moving parts, ink or toner cartridges, and sensitive internal components that can easily be damaged in transit if not properly prepared. Following the right process prevents common issues such as: 

  • Ink or toner spills inside the machine 
  • Damage to trays, scanner lids or rollers 
  • Internal misalignment caused by tilting or rough handling 
  • Setup delays at the new location.

Relocating your printer properly means it’s ready to go as soon as it’s plugged in again with no messy surprises. 

Preparing your printer for relocation 

Before you begin the move, please follow these preparation steps: 

  • Remove consumables and cables
  • Take out all paper from the trays 
  • Remove ink or toner cartridges (unless your manufacturer advises against it) 
  • Place cartridges upright in a sealable bag 
  • Disconnect and label all cables (power, USB, network) 
  • Secure any moving parts  – Use tape or packing strips to hold down trays, lids, or covers. This helps prevent damage during the move. 
  • Clean and inspect the device  – Wipe the outside of the printer with a soft, dry cloth to remove any dust. Make sure nothing is loose or damaged before packing. 

Packing materials you’ll need 

  • Bubble wrap – wrap the printer fully, covering all sides 
  • Packing tape – for securing everything in place 
  • Labels – clearly mark the box as FRAGILE and not to place any items on top of the packaged printer.

 

Transporting the printer 

When moving the printer: 

  • Always keep the device upright 
  • Avoid tilting it more than 10° 
  • Use a trolley or dolly for larger units 
  • Do not wheel printers with plastic castors over rough floors 
  • Never turn the printer upside down or lay on its side.

Larger printers, such as wide-format or multifunction models, may need special attention. 

Setting up in the new location 

Once the printer is in its new spot: 

  • Unpack and remove all tape and protective materials 
  • Reinstall the ink or toner cartridges and paper 
  • Reconnect all cables to power and network or wifi
  • Power on the printer and wait for it to initialise. 

Your IT may need to reconfigure the printers IP address or drivers.

Testing the printer 

Once everything is connected, run a test: 

  • Print a configuration or test page 
  • Check for any error messages 
  • Run a printer calibration
  • Confirm all functions (print, scan, copy) are working as expected. 

Do you need help relocating your printer?

If you have already attempted to relocate your printer and something isn’t quite right then please get in touch with us here to speak to our friendly support team.

If you are planning an office move or are simply just re arranging your office and need to relocate your printer, My Group Printing offers a complete service including:

  • Packaging
  • Collection, transportation and relocation
  • Setting up your printer on your network
  • Full testing.

For more information about our relocation services then please contact us here or call us on 01322 643 826 

Frequently Asked Questions

Should you remove the toner or waste toner when moving a printer?

Yes, in most cases, it’s best to remove toner cartridges and waste toner containers before moving a printer. This helps prevent leaks and avoids damage to internal components.
Place cartridges upright in a sealed plastic bag, ideally with some padding. For waste toner, seal the container if possible and transport it separately. 

Note: Some manufacturers recommend leaving cartridges in place, always refer to your user manual or contact us for advice if you’re unsure. 

Should I remove the paper when moving?

Yes, always remove paper from all trays before moving the printer. 
Leaving paper inside can lead to jams, curling, or even tearing during transport, especially if the printer is tilted or bumped. Store the paper flat and dry during the move and reload it once the printer is set up again.

What about the paper drawers or trays?

Paper trays should be emptied and secured before the move. 
If they are removable, take them off and pack them separately using bubble wrap or soft padding. If they’re fixed in place, tape them shut gently using painter’s tape or packing tape that won’t leave residue. 
This stops them from opening or snapping off during transit.

How do I move a printer upstairs?

If you’re moving a printer up a flight of stairs, we strongly recommend getting touch with us, however here are some important tips: 

  • Switch off and fully prepare the printer (remove consumables, secure moving parts, and wrap securely) 
  • Use a trolley or stair climber where possible 
  • Lift from the base of the printer never from trays or lids 
  • Keep the device upright and stable 
  • Take care not to tilt or bump the printer too heavily, especially with larger or multifunction models 

For large or heavy printers, get in touch with us, we can arrange a professional relocation with the right equipment to move it safely and without damage. 

How do I reconnect the printer to my network?

If your printer was previously on a network, you may need to reconfigure its settings once it’s in the new location. Depending on the model, this might involve: 

  • Reconnecting the network cable (for wired printers) 
  • Rejoining the Wi-Fi network (for wireless printers) 
  • Updating the IP address or hostname on connected computers 

If you’re unsure or would prefer us to take care of this for you, get in touch with us.

If I can't print after moving my printer, what should I do?

Start with a few quick checks: 

  • Is the printer plugged in and powered on? 
  • Are all cables securely connected? 
  • Has the printer been added back to your computer’s list of printers? 
  • Are there any error messages or blinking lights? 

You can also try restarting your printer and computer. 

If you’re still having trouble, get in touch with us, we’ll help you get back up and running.

For further assistance or inquiries, please get in touch with us on 01322 643 826. 

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