How to Fix an Offline Printer in 10 quick and easy steps

Is your printer having trouble connecting to the internet? Before you consider replacing it, try these easy fixes.

When you’re at home or in the office and suddenly need to urgently print important documents—whether for work, school assignments, or personal use—you hit “Print” on your computer, but nothing happens. You check the printer and see the frustrating “Offline” message on the screen or in your computer’s printer settings. This situation can be incredibly frustrating and may tempt you to toss the printer out of your home or office.

Don’t worry ,in this blog, I will explain how to fix an offline printer issues related to Wi-Fi connections so you can get back to printing without any hassle.

Why does a printer go offline?

First, understand that “printer offline” means your printer isn’t currently connected to a computer, either through a cable or over a Wi-Fi network.

Nowadays, printers have become essential devices for printing, scanning, copying, and faxing, both for home and professional use. Before exploring potential fixes, it’s helpful to understand why these issues occur. Some of the most common issues include:

Network Connectivity Issues: Your printer might not be properly connected to the Wi-Fi network.
Printer Driver: Outdated or corrupted printer drivers can cause communication errors between your computer and the printer.
Default Settings Errors: Having the wrong printer set as the default can create issues when printing.
Hardware Issues: Paper jams, spooler issues, low ink levels, or physical connection problems can sometimes trigger offline errors.
Network Conflicts – IP address changes or not using the same Wi-Fi network on both of your devices.
Offline Mode: The printer is manually set to offline mode.
Firewall or Security Changes: After a Windows update, security patches may block your printer from being detected on the network.

Fix an offline printer : 10 quick and easy steps

1) Ensure the printer is powered on

Before proceeding with any other steps in the printer troubleshooting process, check the following:

Verify that the printer is powered on. ( If not
Check Power cable is connected properly
Check Printer Cable or Adapter is not damaged
Try using Different USB Port
Look for error messages or blinking lights on the printer’s display panel
Ensure there is enough paper loaded and that no low ink or toner cartridges are properly installed

2) Check Network and Cable Connection

USB Printer
Check the USB connection and confirm that the cable is securely plugged into both the printer and your computer. Try using a different USB port or cable to rule out any damanged in cable or other hardware issues.
Wireless Printer
Verify that both the printer and the computer are connected to the same Wi-Fi network. If needed, you can disconnect and then reconnect the wireless connection. If you have changed your Wi-Fi password or wireless settings, reset the printer’s wireless settings and follow the instructions to reconnect.

3) Restart your devices

Sometimes, restarting your device can refresh the operating system and clear internet bugs, which may fix some errors.
To do this, turn off or unplug your printer, computer, and internet router or modem for at least 30 seconds. Then, plug them back in and turn on your devices. After a few moments, check if the printer is still showing as offline.

4) Clear the Print Queue

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5) Restart Print Spooler

The print spooler is a built-in Windows system component that temporarily manages and stores print jobs in your computer’s memory before sending them to the printer. If the Printer Spooler service stops working or crashes, your printer may appear offline or become unresponsive, preventing documents from printing.
To restart the printer spooler, go to Services, find Print Spooler, and click on it, and select Restart. This should fix offline issues.

6) Update Printer Driver or Firmware

Nowadays, like before, you don’t need a DVD to download or update your printer’s driver. As technology moves faster, you can download the latest printer drivers directly from the manufacturer’s website. You just need to enter your model number or model name, depending on the manufacturer. If you find that your printer drivers are corrupted, you can reinstall them directly from the manufacturer’s website. You may also find firmware updates available on the manufacturer’s website. Printer firmware is the software installed on your device to control and enhance its functionality. Manufacturers release firmware updates to improve performance, fix bugs, and ensure compatibility with new devices.

7)Run a Printer Troubleshooter

You can find the printer troubleshooter on every computer, as most operating systems come with built-in troubleshooting tools:

Windows: Go to “Settings” > “Devices” > “Printers & Scanners,” select your printer, and choose “Troubleshoot.”
macOS: Re-add the printer in the “Printers & Scanners” settings to reset its connection.

8) Place router closer to wireless printer

When you’re at home or in the office, your internet router and wireless printer might not be in the same room. However, wireless printers often have weaker Wi-Fi connections compared to other devices, so they perform more reliably when placed closer to the router. A weak Wi-Fi signal can lead to various issues, such as the printer going offline, slow printing response times, or failed print jobs.

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9) Set your printer as default printer

This is a simple issue that often doesn’t get the full attention it deserves from users, but it can be the reason your printer shows as offline or disappears. If your printer still appears offline, try setting it as the default printer. This ensures that Windows or macOS computer always detect it as the primary printer for printing.

10) Remove and Add Your Printer

If your printer still appears as offline, removing and re-adding it can help reset communication issues between the printer and computer, often resolving the problem.

In Windows, open Settings > Devices > Printers and Scanners, select the device, and click Remove Device. On the same page, click Add Device, select your printer, follow the steps and it will be reinstalled.
In Mac, click the Apple menu > System Preferences > Printers and Scanners. Select the printer you want to delete and click the minus button to remove it.

FAQS : How to Fix an Offline Printer

How do I reconnect my wireless printer to Wi-Fi?

Access your printer’s control panel, navigate to the network or Wi-Fi settings and select your Wi-Fi network to reconnect. Enter your Wi-Fi password and confirm the connection.

Why does my printer keep going offline?

This usually happens due to network connectivity issues, outdated or corrupted printer drivers, or incorrect settings. You should update the printer’s drivers and ensure that the connections are properly secured.

Does restarting the print spooler fix offline errors?

Yes, restarting the print spooler from your computer’s services can often resolve offline printer errors.

Still Shows an Offline Printer ?

A printer displaying offline doesn’t always indicate that it’s broken or damaged. Most issues are quick fixes, such as restarting devices, using different cables or ports, updating printer drivers, or clearing jammed print jobs. Follow this guide step-by-step, and you’ll likely have it working in minutes!

If your printer still shows offline after following all the above steps, I suggest contacting the printer manufacturer’s customer support for further assistance. You may also consider bringing the printer to a certified technician.

Still confused about how to fix an offline printer ? Leave your questions in the comments or call me at +1- 844-405-0212. I am here to help!

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How to Fix an Offline Printer: 10 Quick and Easy Steps