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Fixing “Windows Desktop Won’t Print” Issues: A Comprehensive Guide

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Experiencing trouble getting your Windows desktop to print? It’s a common frustration, whether you’re trying to print important documents, photos, or just a simple webpage. When your printer refuses to cooperate, it can disrupt your workflow and cause unnecessary stress. This guide provides a step-by-step approach to troubleshoot and resolve “Windows desktop won’t print” problems, ensuring you can get back to printing smoothly.

Initial Checks for Printer Problems

Before diving into more complex solutions, it’s always wise to start with some basic checks. These simple steps can often resolve the issue quickly and save you time.

Check Printer Connection and Basics

First, ensure your printer is properly connected to your Windows desktop.

  • Power: Verify that your printer is turned on and properly plugged into a working power outlet. A surprisingly common oversight is a printer accidentally switched off or unplugged.
  • Cable Connections (USB or Ethernet): If you’re using a USB cable, ensure it’s securely connected to both your printer and your desktop. If you’re on a wired network (Ethernet), check the cable connection to your printer and your network router or switch.
  • Wireless Connection (Wi-Fi): For wireless printers, confirm that your printer is connected to your Wi-Fi network. You can usually check the Wi-Fi status on the printer’s control panel. Also, ensure your Windows desktop is connected to the same network. Sometimes, restarting your Wi-Fi router can resolve connectivity glitches.

Inspect Ink/Toner Levels and Paper Jams

Low ink or toner levels or a paper jam are frequent culprits behind printing failures.

  • Ink or Toner: Check the ink or toner levels of your printer. Most printers have indicators on their control panel or software to show ink/toner levels. If any cartridges are low or empty, replace them.
  • Paper Jams: Carefully inspect your printer for any paper jams. Refer to your printer’s manual for instructions on how to clear paper jams, as the process can vary between models. Ensure there are no small pieces of paper stuck in the printer mechanism.
  • Paper Supply: Make sure there is paper loaded in the paper tray and that it’s loaded correctly according to your printer’s specifications.

Restart Your Printer and Windows Desktop

A simple restart can often resolve temporary software glitches that might be preventing printing.

  • Restart Printer: Turn off your printer, wait for about 30 seconds, and then turn it back on. This can refresh the printer’s system and clear any temporary errors.
  • Restart Windows Desktop: Restart your Windows desktop. This clears temporary files and processes that might be interfering with the printing process.

If these basic checks haven’t solved your “Windows desktop won’t print” issue, proceed to the more advanced troubleshooting steps below.

Software Troubleshooting for Printing Issues

If the physical aspects of your printer are fine, the problem might lie within the software on your Windows desktop. Let’s explore software-related solutions.

Temporarily Disable Firewall

Sometimes, your firewall, which protects your computer from unauthorized access, might mistakenly block communication between your desktop and printer. Temporarily disabling it can help determine if this is the cause.

  • Disable Windows Firewall (Temporarily):

    1. Press the Windows key, type “firewall,” and select Windows Defender Firewall.
    2. Click on Turn Windows Defender Firewall on or off in the left pane.
    3. Under “Private network settings” and “Public network settings,” select Turn off Windows Defender Firewall (not recommended).
    4. Click OK.

    Important: Only disable your firewall temporarily for troubleshooting. If disabling the firewall resolves the printing issue, you need to configure your firewall to allow printer communication instead of leaving it permanently disabled. Consult your firewall software documentation for instructions on how to add exceptions for your printer.

  • Test Printing: After disabling the firewall, try to print again. If printing works now, your firewall was indeed the culprit. Remember to re-enable your firewall and create exceptions for your printer software. If the problem persists, re-enable your firewall and proceed to the next steps.

Reinstall Printer Software for a Fresh Start

Corrupted or outdated printer software can lead to printing problems. A clean reinstall can often resolve these issues.

Uninstall Existing Printer Software and Drivers

First, you need to completely remove the existing printer software and drivers from your Windows desktop.

  1. Disconnect USB Cable (if applicable): If your printer is connected via USB, unplug the cable from your computer.
  2. Uninstall Programs:
    • Go to Control Panel (search for “Control Panel” in the Windows search bar).
    • Click on Programs and Features (or “Uninstall a program” under “Programs”).
    • Locate all entries related to your printer (e.g., HP OfficeJet, Epson Printer Utility, Canon Drivers).
    • Select each entry and click Uninstall. Follow the on-screen prompts to complete the uninstallation.
  3. Remove Devices and Printers:
    • Go back to Control Panel.
    • Click on Devices and Printers (or “View devices and printers” under “Hardware and Sound”).
    • Find your printer icon. Right-click on it and select Remove device. Repeat this for all instances of your printer.
  4. Device Manager – Hidden Devices and Driver Removal:
    • Press Windows key + R to open the Run dialog box.
    • Type devmgmt.msc and press Enter to open Device Manager.
    • Click on View in the top menu and select Show hidden devices.
    • Expand the Printers and Print queues categories.
    • If you see any greyed-out or remaining entries related to your printer, right-click on them and select Uninstall device.
    • In the confirmation dialog, check the box that says “Delete the driver software for this device” if available, and then click Uninstall.
    • Also, check under Imaging devices for any related entries and uninstall them similarly.
  5. Print Server Properties – Driver Removal:
    • Press Windows key + R again.
    • Type printui.exe /s (note the space between .exe and /) and press Enter.
    • Go to the Drivers tab.
    • Select any printer drivers related to your printer and click Remove.
  6. Delete Printer Related Folders (ProgramData and Temp):
    • Open File Explorer.
    • In the address bar, type c:programdata and press Enter.
    • Look for folders related to your printer manufacturer (e.g., Hewlett-Packard, Epson, Canon) and delete any printer-related folders.
    • In the address bar, type %temp% and press Enter.
    • Delete all files and folders in the Temp folder. You can skip files that cannot be deleted.
  7. Restart Your Computer: Restart your Windows desktop to ensure all changes are applied.

Reinstall Printer Software and Drivers

After completely uninstalling the old software, reinstall the latest drivers and software for your printer.

  1. Visit Manufacturer’s Website: Go to the official website of your printer manufacturer (e.g., HP, Epson, Canon, Brother).
  2. Navigate to Support/Drivers Section: Find the support or drivers section of the website.
  3. Search for Your Printer Model: Enter your printer model number to find the correct drivers.
  4. Download Full Feature Software and Drivers: Look for the “Full Feature Software and Drivers” package, which usually includes the printer driver, utilities, and other software. Download the latest version compatible with your Windows operating system.
  5. Install the Software: Run the downloaded installer file and follow the on-screen instructions.
  6. Connect USB Cable When Prompted (if applicable): If you are using a USB connection, connect the cable only when the installer prompts you to do so. For network printers, ensure your printer is powered on and connected to the network before installation.
  7. Test Printing: After installation is complete, try printing a test page to see if the issue is resolved.

If reinstalling the software doesn’t fix the “Windows desktop won’t print” problem, you can try using Windows built-in drivers.

Utilize Windows Built-in Printer Drivers

Windows has built-in drivers for many printers. Using these generic drivers can sometimes bypass issues with manufacturer-specific drivers.

  1. Plug in USB Cable (if applicable): Connect your printer to your Windows desktop using a USB cable. For network printers, ensure it’s connected to the network and powered on.
  2. Windows Driver Installation: Windows should automatically detect your printer and attempt to install a generic driver. This process might take a few minutes.
  3. Check Devices and Printers:
    • Go to Control Panel > Devices and Printers.
    • See if your printer is listed. If it is, right-click on it and select Set as default printer if needed.
  4. Test Printing: Try printing a test page using the Windows built-in driver.

Advanced Troubleshooting: Checking Printer Services

Certain Windows services are essential for printing functionality. Ensure these services are running correctly.

Verify Essential Printer Services

Two key services are crucial for printing: Remote Procedure Call (RPC) and Function Discovery services.

  1. Open Services Manager:
    • Press Windows key + R.
    • Type services.msc and press Enter to open the Services window.
  2. Remote Procedure Call (RPC):
    • Scroll down and locate Remote Procedure Call (RPC).
    • Right-click on it and select Properties.
    • Ensure the Startup type is set to Automatic and the Service status is Running. If it’s not running, click Start.
    • Click OK.
  3. Function Discovery Provider Host:
    • Locate Function Discovery Provider Host.
    • Right-click on it and select Properties.
    • Change the Startup type to Manual.
    • Click Start to start the service.
    • Click OK.
  4. Function Discovery Resource Publication:
    • Locate Function Discovery Resource Publication.
    • Right-click on it and select Properties.
    • Change the Startup type to Manual.
    • Click Start to start the service.
    • Click OK.
  5. Restart Print Spooler Service (Additional Step):
    • Locate Print Spooler.
    • Right-click on it and select Restart. The Print Spooler service manages print jobs and can sometimes get stuck. Restarting it can clear up issues.

After checking and adjusting these services, try printing again to see if the problem is resolved.

Conclusion

Troubleshooting “Windows desktop won’t print” issues can involve a range of steps, from basic checks to more advanced software and service adjustments. By following this comprehensive guide, starting with the initial checks and progressing through software reinstallation and service verification, you should be able to identify and resolve the problem.

Remember to systematically go through each step and test printing after each potential fix. If you continue to experience issues, consulting your printer manufacturer’s support resources or seeking professional technical assistance might be necessary. Hopefully, these steps will get your printer working again and eliminate the frustration of printing problems on your Windows desktop.

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