Is your printer showing as offline even when it’s powered on and connected to your computer? This is a common issue that can disrupt your workflow, especially when you need to print important documents urgently. The good news is that in many cases, resolving a printer offline status is straightforward and can be done with a few troubleshooting steps.
This guide will walk you through the most effective methods to bring your printer back online, ensuring you can print without further delay. Whether you are using a Windows 10 or Windows 11 PC, or even dealing with specific issues on ARM-based computers, these solutions are designed to help.
Quick Checks Before Diving Deeper
Before you start with more complex troubleshooting, there are a few basic checks you should perform. These simple steps can often resolve the “printer offline” problem quickly.
1. Power Cycle Your Printer
Sometimes, the simplest solution is the most effective. Power cycling your printer can often reset its connection and resolve temporary glitches.
- Turn off your printer by pressing the power button.
- Unplug the power cord from the back of the printer or the wall outlet.
- Wait for 30 seconds. This allows any residual power to dissipate.
- Plug the power cord back in.
- Turn your printer back on.
2. Verify Your Wi-Fi Connection
If you are using a wireless printer, ensure it is properly connected to your Wi-Fi network. A dropped Wi-Fi connection is a frequent cause of a printer appearing offline.
- Check the printer’s display: Many printers have a built-in menu that shows the Wi-Fi connection status. Look for Wi-Fi signal bars or a network status icon.
- Consult your printer’s manual: If you are unsure how to check the Wi-Fi status on your printer, refer to the manual for specific instructions. It will also guide you on how to reconnect to your Wi-Fi network if needed.
Using Windows Troubleshooters
Windows offers built-in troubleshooters that can automatically diagnose and fix common printer problems, including the “offline” status.
1. Run the Windows Printer Troubleshooter
Windows has a dedicated printer troubleshooter that can automatically detect and resolve various printer issues.
For Windows 11:
- Click on the Start Menu and type “Get Help”. Open the Get Help app.
- In the Get Help app, describe your problem as “printer offline”.
- The troubleshooter will run diagnostics and attempt to fix any detected issues automatically.
For Windows 10:
- Similar to Windows 11, use the Get Help app to access the printer troubleshooter.
- Alternatively, you can go to Settings > Update & Security > Troubleshoot > Additional troubleshooters > Printer and run the troubleshooter from there.
If the troubleshooter doesn’t resolve the issue, proceed to the next troubleshooting steps.
General Windows Troubleshooting Steps
If the basic checks and the troubleshooter haven’t solved the problem, try these more in-depth solutions within your Windows settings.
1. Set Your Printer as Default
Sometimes, Windows might not be directing print jobs to the correct printer, especially if you have multiple printers installed. Setting your desired printer as the default can resolve this.
For Windows 11:
- Go to Start > Settings > Bluetooth & devices > Printers & scanners.
- Select your printer from the list.
- Click the Set as default button.
- If you don’t see this option, ensure that the “Let Windows manage my default printer” option is turned off. You can find this option at the top of the “Printers & scanners” page.
For Windows 10:
- Go to Start > Settings > Devices > Printers & scanners.
- Select your printer.
- Click Manage and then select Set as default.
- Again, check if “Let Windows manage my default printer” is enabled and disable it if you want to manually set the default.
2. Clear the Print Queue
If there are pending print jobs stuck in the queue, it can sometimes cause the printer to appear offline. Clearing the print queue can help.
For Windows 11 & 10:
- Go to Start > Settings > Bluetooth & devices > Printers & scanners (or Devices > Printers & scanners in Windows 10).
- Select your printer and click Open print queue.
- In the print queue window, if there are any documents listed, click Printer in the menu and select Cancel All Documents. Confirm if prompted.
3. Restart the Print Spooler Service
The Print Spooler is a Windows service that manages print jobs. Restarting this service can often fix printer communication issues.
- Press Windows key + R to open the Run dialog box.
- Type
services.mscand press Enter. This will open the Services window. - Scroll down and find the Print Spooler service.
- Right-click on Print Spooler and select Restart.
4. Reinstall Your Printer
If none of the above steps work, removing and reinstalling your printer drivers can resolve deeper software conflicts.
Remove Your Printer:
For Windows 11 & 10:
- Go to Start > Settings > Bluetooth & devices > Printers & scanners (or Devices > Printers & scanners in Windows 10).
- Select the printer you want to uninstall.
- Click Remove (or Remove device in Windows 10) and confirm when prompted.
Reinstall Your Printer:
For Windows 11 & 10:
- Ensure your printer is turned on and connected to your computer (either via Wi-Fi or USB cable).
- Go to Start > Settings > Bluetooth & devices > Printers & scanners (or Devices > Printers & scanners in Windows 10).
- Click Add device (or Add a printer or scanner in Windows 10).
- Windows will scan for available printers. If your printer is found, follow the on-screen instructions to add it. If not, you may need to manually add it or ensure the printer is discoverable on your network.
5. Restart Your PC
As a final step, restarting your computer can refresh the system and resolve any lingering issues that might be causing the printer to show as offline. This ensures that any changes you’ve made, such as restarting the Print Spooler or reinstalling drivers, are fully implemented.
Conclusion
Dealing with a printer that’s showing as offline can be frustrating, but by following these troubleshooting steps, you should be able to get your printer back online and working smoothly. Start with the quick checks like power cycling and Wi-Fi verification, then move on to using Windows troubleshooters and more advanced steps like clearing the print queue or reinstalling your printer.
In most cases, one of these solutions will resolve the “printer offline” issue and allow you to continue printing without interruption. If you continue to experience problems, consult your printer manufacturer’s support website for more specific troubleshooting or consider contacting technical support for further assistance.
