Fixing Common Printer Offline Issues

Printers can be frustrating. One moment they work fine, the next they show as “offline.” This can stop everything, especially when you need to print something urgent. The good news? Most offline printer problems are easy to fix. You don’t need to be a tech expert. Just follow the steps below, and you should be printing again in no time.

What Does “Printer Offline” Mean?

When your printer says it's offline, it means your computer and printer aren't talking to each other. Your computer sends the document to the printer, but the printer doesn’t respond.

It doesn’t mean the printer is broken. Usually, it’s a small problem, like a cable unplugged, a setting that changed, or a slow Wi-Fi connection.

Quick Checklist Before You Start

Let’s start with the basics:

• Is the printer turned on?
  Check the power light. If it’s off, press the power button.
• Is there paper?
  Make sure the paper tray isn’t empty or jammed.
• Does the printer have ink or toner?
  Low ink can sometimes cause errors.
• Are there any error messages on the printer screen?
  Fix any paper jams or low-ink warnings first.

Fix 1: Restart the Printer and Computer

It sounds simple, but restarting solves many problems.

1. Turn off the printer.
2. Shut down your computer.
3. Wait 30 seconds.
4. Turn the printer back on.
5. Start your computer again.

Then check if the printer is back online.

Fix 2: Check the Cables or Wi-Fi

For Wired Printers:

• Make sure the USB cable is plugged into both the printer and the computer.
• Try another USB port on your PC.
• If you have another cable, try that too.

For Wireless Printers:

• Go to the printer’s screen and check the Wi-Fi connection.
• Make sure it's connected to the same Wi-Fi network as your computer.
• You can also print a network status report from the printer settings to confirm connection.

Fix 3: Set the Printer as Default

Sometimes the computer sends documents to a different printer, like a PDF printer or an old one you don’t use anymore.

Steps for Windows:

1. Press the Windows key + R.
2. Type control printers and hit Enter.
3. Find your printer in the list.
4. Right-click it and choose Set as Default Printer.
5. You’ll see a green check mark on it.

Steps for Mac:

1. Go to System Settings.
2. Select Printers & Scanners.
3. Choose your printer from the list.
4. Click Set as Default.

Fix 4: Clear the Print Queue

A stuck print job can freeze the printer.

For Windows:

1. Open Control Panel → Devices and Printers.
2. Right-click your printer → See what’s printing.
3. Click Printer in the top menu.
4. Select Cancel All Documents.
5. Restart the printer.

For Mac:

1. Go to System Settings → Printers & Scanners.
2. Click your printer, then click Open Print Queue.
3. Cancel the stuck job and restart the printer.

Fix 5: Remove and Reinstall the Printer

If nothing works, try removing the printer from your computer and adding it again.

Windows:

1. Open Settings → Devices → Printers & Scanners.
2. Click your printer → Remove device.
3. Now click Add a printer and follow the steps.

Mac:

1. Open System Settings → Printers & Scanners.
2. Select your printer and click the minus (–) button to remove it.
3. Click the plus (+) button to add it back.

Fix 6: Update Printer Drivers

Printer drivers are like translators. If they’re outdated or broken, your printer may not work.

Windows:

1. Right-click the Start button → choose Device Manager.
2. Find Printers in the list and click the arrow.
3. Right-click your printer and choose Update driver.
4. Select Search automatically for updated driver software.

Mac:

Mac usually updates drivers with system updates. Go to System Settings → General → Software Update.

Fix 7: Use the Printer Troubleshooter (Windows)

Windows has a built-in tool to fix printer problems.

1. Go to Settings → Update & Security → Troubleshoot.
2. Click Additional troubleshooters.
3. Choose Printer, then click Run the troubleshooter.
4. Follow the on-screen instructions.

Fix 8: Check the Printer’s IP Address (For Network Printers)

If your printer is connected over Wi-Fi, it uses an IP address. If this changes, your computer may not find it.

To find the IP address:

• Check the printer’s screen.
• Look in Network Settings or Wi-Fi Settings.
• Print a Network Configuration Page if available.

Then:

1. Open a browser and type the IP address in the address bar.
2. If the printer’s web page opens, the printer is online.
3. If not, reconnect the printer to the network using the printer’s Wi-Fi setup.

Fix 9: Disable “Use Printer Offline” Mode (Windows)

Windows sometimes gets stuck in offline mode.

1. Go to Control Panel → Devices and Printers.
2. Right-click your printer → See what’s printing.
3. Click Printer from the top menu.
4. Uncheck Use Printer Offline if it’s selected.

Fix 10: Restart the Print Spooler (Windows)

The print spooler is a small program that manages print jobs.

1. Press Windows key + R, type services.msc, and hit Enter.
2. Scroll down to Print Spooler.
3. Right-click it → Restart.

Still Not Working?

If you’ve tried everything and your printer still shows offline, it may be a deeper issue. Try these:

• Try printing from another device (like a phone or another computer).
• Connect the printer directly with a USB cable instead of Wi-Fi.
• Contact our printer experts via Live Chat.

Final Tip: Keep Things Updated

• Regularly update your computer and printer software.
• Restart your router once in a while to keep the network fresh.
• Clean your printer (gently) if you haven’t used it in a while.