Are you struggling to get your printer to connect and print? It’s a common frustration when your printer status shows as “offline,” preventing you from completing important tasks. This guide provides comprehensive troubleshooting steps to bring your printer back online, ensuring you can print seamlessly from your Windows PC.
Whether you’re using a modern ARM PC or an older Windows system, these methods will help you diagnose and resolve the issue effectively. Let’s dive into the solutions to get your printer online and working again.
Troubleshooting with Windows Printer Troubleshooter
Windows offers a built-in troubleshooter designed to automatically identify and fix common printer problems. This is your first and easiest step to resolve printer offline issues, especially on Windows 11 and Windows 10.
For Windows 11 Users:
- Utilize the Get Help app by searching for it in the Windows search bar.
- Within the app, look for or describe “printer troubleshooter.”
- Run the automated troubleshooter. It will perform diagnostics and attempt to fix any detected printer problems automatically.
Run the troubleshooter in Get Help
If the troubleshooter successfully resolves the issue, you should be able to print again. If not, or if you are using an older Windows version, proceed to the general troubleshooting steps outlined below.
For Windows 10 Users:
The process is similar to Windows 11. Access the Get Help app and run the printer troubleshooter.
Run the troubleshooter in Get Help
If the automated tool doesn’t solve your printer’s offline status, don’t worry. Numerous manual steps can help you bring your printer back online.
General Troubleshooting Steps to Bring Your Printer Online
These general steps are applicable across different Windows versions and address common reasons why your printer might be offline.
1. Power Cycle Your Printer
Often, a simple power cycle can resolve temporary glitches that cause a printer to appear offline.
- Turn off your printer. Locate the power button and switch it off.
- Unplug the power cord from the back of the printer and from the wall socket.
- Wait for 30 seconds. This allows the printer’s internal memory to reset completely.
- Plug the power cord back in, both to the printer and the wall socket.
- Turn your printer back on.
- Check your computer to see if the printer status has changed to “online.”
2. Check Wi-Fi Connection (for Wireless Printers)
If you are using a wireless printer, ensure it is properly connected to your Wi-Fi network.
- Examine the Printer’s Display: Many printers have a built-in menu to check Wi-Fi status. Look for network settings or wireless connection options on your printer’s control panel.
- Consult the Printer Manual: If you’re unsure how to check the Wi-Fi connection through the printer’s menu, refer to the printer’s manual for specific instructions.
- Reconnect to Wi-Fi: If the printer is not connected, use the printer’s menu to connect it to your Wi-Fi network. Ensure you enter the correct Wi-Fi password.
3. Set Your Printer as the Default Printer
Sometimes, Windows might default to a different printer or no printer at all, causing confusion. Setting your desired printer as the default can resolve this.
For Windows 11:
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Go to Start > Settings > Bluetooth & devices > Printers & scanners.
Open Printers & scanners settings -
Select your printer from the list.
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Click on your printer and select Set as default.
- If the “Set as default” option is missing, the “Let Windows manage my default printer” setting might be enabled. You’ll need to disable this option first to manually set a default printer.
For Windows 10:
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Go to Start > Settings > Devices > Printers & scanners.
Open Printers & scanners settings -
Select your printer.
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Click Manage and then select Set as default printer.
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Ensure that Pause Printing and Use Printer Offline are not selected. Clear these options if they are checked.
- You might see a message “Windows will stop managing your default printer for you.” Click OK to proceed if you want to manually manage your default printer.
4. Clear the Print Queue
A buildup of print jobs in the queue can sometimes cause a printer to appear offline. Clearing the queue can help.
For Windows 11:
- Go to Start > Settings > Bluetooth & devices > Printers & scanners.
- Select your printer and choose Open print queue.
- In the print queue window, click on … (ellipsis) and select Cancel all if there are any pending print jobs.
For Windows 10:
- Go to Start > Settings > Devices > Printers & scanners.
- Select your printer and choose Open queue.
- Under “Document Name,” select any listed documents, then click Document, and select Cancel.
5. Restart the Print Spooler Service
The Print Spooler is a Windows service that manages print jobs. Restarting it can resolve issues related to printing.
- Press the Windows key, type services, and select Services from the results.
- Scroll down the list to find the Print Spooler service.
- Right-click on Print Spooler and select Restart.
6. Reinstall Your Printer
Removing and reinstalling your printer can resolve deeper software conflicts that might be causing the offline status.
Remove Your Printer:
For Windows 11 & 10:
- Go to Start > Settings > Bluetooth & devices > Printers & scanners (or Start > Settings > Devices > Printers & scanners for Windows 10).
Open Printers & scanners settings - Select the printer you want to uninstall.
- Click Remove (or Remove device in Windows 10) and confirm by selecting Yes.
Reinstall Your Printer:
For Windows 11 & 10:
- Go to Start > Settings > Bluetooth & devices > Printers & scanners (or Start > Settings > Devices > Printers & scanners for Windows 10).
Open Printers & scanners settings - Ensure your printer is turned on and connected to your computer or network.
- Click Add device (or Add a printer or scanner in Windows 10).
- Follow the on-screen instructions to add your printer again. Windows will typically search for and install the necessary drivers automatically.
7. Restart Your PC
A simple PC restart can refresh system services and resolve temporary communication issues between your computer and printer. After restarting, check if your printer status is back online.
Conclusion
Bringing your printer back online involves systematic troubleshooting. By following these steps, starting with the Windows troubleshooter and progressing through power cycling, Wi-Fi checks, default printer settings, print queue clearing, Print Spooler restart, and printer reinstallation, you should be able to resolve most printer offline issues.
Remember to go through these steps methodically. In many cases, one of these simple solutions will restore your printer’s online status, allowing you to print without further interruption. If you continue to experience problems, consulting your printer manufacturer’s support resources or website may provide additional specific guidance for your printer model.
