There are a few possible reasons why a printer appears to be offline. In most cases, the problem is easy to solve as long as the right medicine is prescribed. Here's why a printer goes offline and how to bring it online and print again.
What does "printer offline" mean
When the printer appears offline, it means that it is not currently connected to the computer via a cable or Wi-Fi network. It can't communicate with your computer, and it can't receive data to print.
In some cases, this could be because the printer is dead or there is an internal hardware failure. Fortunately, such critical failures are uncommon, and there is often an offline state cause that is easier to fix.
The following fixes can quickly rule out common reasons why your printer is offline. Soon, your printer will be printing as many pages as needed.
How to Fix an Offline Printer
As with any troubleshooting process, start with the most basic steps. Follow our recommendations to sort and you'll quickly find the easiest solution for taking your printer offline.
Make sure the printer is not in offline mode
In Windows, you can manually put the printer into offline mode. If the printer is shared over a local network, changing this setting prevents others from using it.
It's simple to check if the printer status has previously been changed to offline mode. In Windows, click on the Printers menu and make sure that Use Printers Offline is not selected.
If so, deselect it and try printing again.
Check the error message on the printer
If the printer has an LCD display, check if there are any error messages. There may be an error icon next to the screen, or there may be a screen that can point to a specific issue.
If you're not sure what the error code, icon, or light means, check the printer manufacturer's website for information.
Check the printer cable or wireless connection
If the offline printer is connected directly to the computer, check that the cable is securely connected and not disconnected. If the printer cable appears to be crushed but otherwise intact, it may still break inside the protective outer sheath.
If anything goes wrong, or if the cable isn't securely connected to the USB port on your printer or computer, consider replacing the cable.
If the printer is wireless, make sure it is connected to the same Wi-Fi network as your computer. Try refreshing the wireless connection by disconnecting it from the network and then reconnecting it.
If you've recently changed the network your printer is connected to, you might need to reset your printer's Wi-Fi settings. On most wireless printers, you can force the Wi-Fi settings to be restored to default by pressing and holding a button or a combination of buttons. Check the manufacturer's website for the correct process for your printer.
Restart the printer and computer
Turning off and turning on the device can fix many simple errors, including offline printers. Turn off the printer and computer, then restart the computer, and turn on the printer when the computer finishes booting.
Clears all jobs in the print queue
A print job is a queue of print jobs that have been arranged and ready to execute. If a print job fails, it can be in the queue and prevent future print jobs from completion. This can sometimes make your computer think that the printer isn't connected.
In Windows, you can view and clear the print queue from the printer status monitor in the system tray. You can also open Settings > Devices > Printers & Scanners, select the printer, and then click Open Queue. Right-click anywhere in the Print Queue panel and select Cancel All Documents.
Run the printer troubleshooter
Perhaps in recognition of how common printer problems are, Windows has a dedicated printer troubleshooter. You can find it in Windows 10's Troubleshooting settings> updates and security >. In Windows 11, go to Settings > System > troubleshooters > Other troubleshooting.
Restart the spooler in Windows
The spooler is a system component that temporarily stores print jobs in memory. If this service stops working, it may cause the printer to appear offline.
Search for and open the service application. In the local service, scroll down until you find the Print Spooler in the list of services. It should show as running in the Status column. Right-click on it and select "Restart" from the context menu.
Update the printer software/firmware
If you're using printing software that came with your printer or was downloaded later, make sure you update it to the latest version.
You may be able to update from within the software. If that doesn't work, check the manufacturer's website for the software update you want to install.
Firmware is permanent software that is installed on a device to enable it to work properly. This is not the same as the printing software installed on your computer. Corrupted or outdated firmware on a printer can cause it to get stuck offline.
Uninstall and reinstall the printer
If none of the previous steps worked, it's time to uninstall the printer completely. It can then be reset to factory settings and reinstalled from scratch.
In Windows, open Settings > Devices > Printers & Scanners, and then select Devices. Click Remove Device. Now uninstall all the installed printing software that came with your device.
In your Mac, click on the Apple menu > System Preferences > Printers & Scanners. Select the printer you want to remove and click the "minus button" to remove it.
If your printer has an LCD display, you can usually use it to navigate to the reset option. Printers without a display should have an alternative process to perform a factory reset. You'll need to check the manufacturer's website to find out exactly how the printer works.
Now, follow the manufacturer's instructions and install the printer as if it were a new one.
The printer is still offline
If after trying all the fixes provided in this article, the printer is still offline, it could mean that there is a more serious problem. Find manuals online to find out your exact make and model, and make sure there are no solutions specific to that printer.
You can also search online to see if others with the same model as yours have experienced the same issue. If that doesn't solve the problem, then maybe it's time to buy a new printer.