Fixing Offline Printer Issues in Windows

Having printer offline problems in Windows?

This guide applies to Windows 11 and Windows 10.

A quick note for Windows 10 users: Support for Windows 10 will end in October 2025. After that, you will no longer receive free security updates or technical support from Microsoft. Your computer will continue to function, but we highly recommend upgrading to Windows 11 when possible.

Is your printer showing as “Offline” even though it is plugged in and powered on? Don’t worry, it’s a normal headache. Let’s go through some steps to get it back online.

First, try the simple fix: Printer Troubleshooter.

If you’re on Windows 10, the easiest place to start is with the built-in automatic troubleshooter. It can often find and fix problems on its own.

• Run the Get Help troubleshooter. It will quickly diagnose and attempt to resolve the issue for you.
  (If you’re on an older version of Windows or a mobile device, skip to the general tips below.)

If the automated tool can’t fix it, no problem. Just work your way through the steps below.

General troubleshooting steps

Let’s start with the basics and work our way up.

Step 1: Give your printer a quick reboot.
Sometimes, all your printer needs is a fresh start. Turn it off and unplug it from the power outlet. Wait about 30 seconds, then plug it back in and turn it on. This simple power cycle can clear up weird errors.

Step 2: Check your Wi-Fi connection.
Your printer and your computer must be on the same Wi-Fi network to talk to each other.

• Check your printer’s screen or control panel for a menu option that displays its network status.
• If you’re not sure, you may need to dig into the printer’s manual for instructions on how to connect to your Wi-Fi.

Step 3: Set your printer as the default.
Windows may be trying to send print jobs to the wrong location.

1. Go to Start > Settings > Devices > Printers and Scanners.
2. Click on your printer and select Open Queue.
3. In the new window, click Printer in the menu bar. Make sure Set as Default Printer is selected, and that Stop Printing and Use Printer Offline are selected. No choice.n

• You may see a message that says “Windows will stop managing your default printer.” Just click OK. (You can always turn it on later in the settings menu if you want.)

Step 4: Clear the print queue.
A jammed document can jam everything.

1. Go back to Start > Settings > Devices > Printers and Scanners.
2. Select your printer and click Open Queue.
3. If you see any documents listed, click them and then select Document > Cancel to clear them.

Step 5: Restart the print spooler.
This restarts the background service that manages all printing, such as turning it off and on at the system level.

1. In your taskbar search box, type Services and open the Services app.
2. Scroll down the list until you find Print Spooler.
3. Right-click on it and select Restart.

Step 6: Remove and add your printer again.
If all else fails, it’s time for a clean slate.

• To remove it: Go to Settings > Devices > Printers & Scanners, click your printer, and select Remove Device. Confirm with Yes.
• To reinstall it: With your printer turned on and connected, click Add a printer or scanner in the same menu. Windows should find it and walk you through adding it back.

Step 7: Restart your computer.
This is classic IT advice for a reason! Restarting your PC can refresh all connections and services needed to talk to your printer.

Hopefully, one of these steps has solved it for you. Happy printing