The most likely cause of this issue is incorrect tray settings on the user’s printer. According to CompTIA Core 1 (220-1201) printer configuration and troubleshooting concepts, printers rely on tray configuration settings to determine the paper size and paper type loaded in each tray. If the tray is not configured for 11 × 17 (Tabloid/Ledger) paper, the printer will assume the required paper is unavailable—even if the paper is physically present.

When a print job specifies a paper size that does not match the tray’s configured settings, the printer commonly displays a message prompting the user to insert the correct paper. The fact that the same document prints successfully on another printer of the same model confirms that the driver, permissions, and connectivity are functioning correctly, further isolating the issue to the local printer’s tray configuration.

An incorrect driver would cause consistent problems across printers, not just one. Connectivity issues would prevent communication with the printer entirely, and insufficient permissions would generate access or authorization errors rather than a paper prompt.

CompTIA emphasizes verifying tray assignments and paper size configuration as a primary troubleshooting step when printers incorrectly request paper that is already loaded.