Printer Offline or Not Printing? Step-by-Step Fixes

In short

When your computer says the printer is offline, it simply means the computer can’t reach the printer right now. The cause is almost always a connection problem, a stuck document in the print queue or a setting, not a broken printer. This tutorial works from the quickest checks to the more thorough fixes, so stop as soon as your printer comes back online.

Before you start

Note exactly what you see, because it points to the cause:

• ”Offline” next to the printer name usually means a Wi-Fi or USB connection problem.
• Documents sitting in the queue with “Error” or “Printing” that never finishes usually means a stuck print job.
• The printer shows an error on its own screen or flashing lights, such as paper or ink, means the printer needs attention before it will accept work.
• Nothing happens and there is no message can be the wrong printer selected in the print dialog.

These steps apply to most brands. Where your printer’s buttons or menus differ, its manual or the maker’s support page shows the equivalent.

Key terms

• Offline: the computer can’t currently communicate with the printer.
• Print queue: the list of documents waiting to print. One stuck document can block everything behind it.
• Print Spooler: the Windows service that manages the print queue in the background.
• Network configuration page: a page the printer prints showing its Wi-Fi connection status and IP address.

Lesson 1: quick checks (five minutes)

1. Look at the printer. It should be switched on, with no error message or flashing warning light. Clear any paper jam or empty tray it reports first; our paper jam and print quality tutorial can help.
2. Check that you’re printing to the right printer. In the print dialog, look at the printer name. Duplicates such as “Printer (Copy 1)” are common; try each one.
3. Turn the printer off with its power button, wait about a minute, and turn it on again. Let it fully start before printing.
4. Restart the computer.

Checkpoint: try printing a one-page document. If it prints, you’re done. If the printer still shows offline, continue.

Lesson 2: fix the connection

Wi-Fi printers

1. On the printer, open its wireless or network menu and check that it is connected to your Wi-Fi network. Many printers can print a network configuration page that shows this.
2. On the computer, check that it is connected to the same network. If your router has separate names for 2.4 GHz and 5 GHz, or you have a guest network, the two devices may be on different networks.
3. If the printer isn’t connected, reconnect it using its Wireless Setup Wizard, WPS button or app. Our tutorial on connecting a printer to Wi-Fi walks through each method.
4. Restart the router: unplug it, wait about a minute, plug it back in, and give it a few minutes to come back online. Then restart the printer.

USB printers

1. Unplug the USB cable from both ends and plug it back in firmly.
2. Plug the cable directly into the computer rather than a hub or dock, and try a different USB port.
3. If you have another USB printer cable, try it.

Checkpoint: the printer status should now change from “Offline” to “Idle” or “Ready”.

Lesson 3: clear the queue and reset the status

Windows 11 and Windows 10

1. Open Settings, then Bluetooth & devices > Printers & scanners (Windows 11) or Devices > Printers & scanners (Windows 10). Select your printer and choose Open print queue.
2. In the queue window, open the Printer menu and select Cancel All Documents. Confirm.
3. In the same Printer menu, check whether Use Printer Offline has a tick next to it. If it does, select it to remove the tick.
4. If documents won’t cancel, restart the computer, which also restarts the Print Spooler and clears most stuck jobs.
5. Windows also includes printer troubleshooting tools. Microsoft’s help page in our Official documentation list explains where to find them in your version.

macOS

1. Open System Settings > Printers & Scanners, select the printer and click Printer Queue.
2. Delete any stuck jobs by selecting them and clicking the delete button.
3. If the queue shows Resume, click it.
4. If problems continue, select the printer in Printers & Scanners, remove it with the minus button or Remove Printer, and add it again.

Checkpoint: with an empty queue and no “offline” setting, send one short test page.

Lesson 4: remove and add the printer again

If the printer still won’t print, a fresh setup often clears whatever went wrong:

1. Remove the printer from the computer (Remove in Windows Printers & scanners, or Remove Printer on a Mac).
2. Restart the computer.
3. Add the printer again through Add device (Windows) or Add Printer, Scanner, or Fax (Mac).
4. If Windows reports a driver problem, install the latest official driver; see installing printer drivers safely.

Check that it worked

Your printer should show as Idle or Ready rather than Offline, and a test page should print within a few seconds. Print one more document from a different program, such as your web browser, to confirm everything is normal.

If something goes wrong

• It keeps going offline every few days: the printer may be getting a new network address. Restarting the router and printer helps; the printer maker’s support pages explain how to give the printer a fixed address on your model.
• Only one computer can’t print: remove and re-add the printer on that computer, and check it isn’t on a VPN or a guest Wi-Fi network.
• Printing works from phones but not the computer: the computer’s driver is the likely problem; reinstall it from the maker’s site.
• Documents print as gibberish: remove the printer and reinstall the correct driver for your exact model.
• The printer shows an error code on its screen: look the code up in the manual or on the maker’s support website for your model, rather than guessing.
• It still won’t print after every step: contact the printer maker through its official support website. Be wary of search ads or pop-ups offering printer help by phone.

FAQ

Why does my printer say offline when it’s turned on?

“Offline” means the computer can’t reach the printer, not that the printer is off. A dropped Wi-Fi connection, a different network, a stuck print job or the “Use Printer Offline” setting are the usual reasons.

How do I clear a stuck print queue?

Open the printer’s queue, choose to cancel all documents, and restart the computer if anything stays stuck. On a Mac, open the Printer Queue from Printers & Scanners and delete the jobs.

Will resetting my router affect my printer?

Restarting the router simply reconnects everything and often fixes offline printers. Resetting the router to factory settings is different: it can change the Wi-Fi name and password, and the printer would need to be connected again.

Do I need a new printer if it keeps showing offline?

Rarely. Repeated offline problems are usually caused by weak Wi-Fi, a changing network address or an old driver. Moving the printer closer to the router and reinstalling the driver often solves them.

Is it safe to call a printer support number I found online?

Use only the contact details on the printer maker’s own website. Pop-ups and ads claiming your printer is “offline” and urging you to call a number are a common scam.