Why Printers Go Offline
A printer may show offline when your computer cannot communicate with the printer. The printer may still have power and paper, but Windows or macOS may not be able to reach it because of WiFi issues, stuck print jobs, driver problems, wrong default printer selection, Print Spooler errors or printer sleep mode.
Printer offline problems are common with wireless printers because routers, IP addresses, sleep settings and driver software can change over time. The safest fix is to start with simple connection checks, then move to queue, spooler and driver troubleshooting.
Before you start: Check printer power, paper, ink/toner and warning lights first. If the printer has a physical error on its screen, fix that before changing computer settings.
Printer Offline Diagnosis Table
| Symptom | Likely Cause | Best First Fix |
|---|---|---|
| Printer says offline but has power | Communication issue | Restart printer, PC and router |
| Wireless printer offline | WiFi changed or weak signal | Reconnect printer to same WiFi |
| Print jobs stuck | Queue error | Cancel stuck jobs and restart spooler |
| Printer offline after Windows update | Driver or port issue | Update/reinstall printer driver |
| Only one app cannot print | App-specific issue | Test print from another app |
Step 1 — Restart Printer, Computer and Router
A restart clears temporary connection problems and stuck communication states.
- Turn off the printer.
- Restart the computer.
- If using WiFi, restart the router.
- Turn the printer back on.
- Wait 1–2 minutes for the printer to reconnect.
- Try printing a test page.
Step 2 — Check WiFi or USB Connection
Wireless printers must be connected to the same network as the computer. If your router name or password changed, the printer may remain offline until reconnected.
- Confirm printer and computer are on the same WiFi network.
- Move the printer closer to the router if signal is weak.
- Check USB cable and try another USB port if using wired printing.
- Avoid guest WiFi networks because some block printer discovery.
- Print a network configuration page from the printer if available.
For official Windows printer troubleshooting, review Microsoft printer help: Fix printer connection and printing problems in Windows.
Step 3 — Clear Stuck Print Queue
- Open Settings → Bluetooth & devices → Printers & scanners.
- Select your printer.
- Open the print queue.
- Cancel stuck or old print jobs.
- Restart the printer.
- Try printing again.
A single stuck job can block all new jobs and make the printer appear offline or unavailable.
Step 4 — Turn Off “Use Printer Offline”
- Open Control Panel.
- Go to Devices and Printers.
- Right-click your printer.
- Open the printer queue or printer menu.
- Uncheck Use Printer Offline if it is selected.
- Try printing a test page.
Step 5 — Set the Correct Default Printer
Windows may send print jobs to the wrong printer, an old printer copy or a virtual printer such as PDF. Setting the correct printer as default can fix confusion.
- Open Printers & scanners.
- Select your active printer.
- Click Set as default if available.
- Remove duplicate old printer entries if they are no longer used.
Step 6 — Restart Print Spooler Service
Print Spooler manages print jobs in Windows. If it freezes, printers may show offline or print jobs may stay stuck.
- Press Windows + R.
- Type services.msc and press Enter.
- Find Print Spooler.
- Right-click and select Restart.
- Try printing again.
Step 7 — Update or Reinstall Printer Driver
Outdated or damaged printer drivers can cause offline status, missing features, failed print jobs and printer communication errors.
- Open Device Manager.
- Expand Printers or Print queues.
- Right-click your printer and update the driver.
- If the problem continues, remove the printer and add it again.
- Download drivers only from official HP, Canon, Epson, Brother or printer manufacturer websites.
Fix Printer Offline on Mac
Mac printers can show offline when AirPrint, network discovery or printer settings stop communicating with the printer.
- Open System Settings → Printers & Scanners.
- Remove the offline printer and add it again.
- Restart the Mac and printer.
- Use AirPrint if available, or install the official printer driver if required.
- Make sure Mac and printer are on the same WiFi network.
Apple also provides printer setup guidance here: Add a printer to your Mac.
HP, Canon, Epson and Other Printer Notes
HP Printer Offline
Check HP Smart, WiFi connection, default printer setting and driver updates. Remove duplicate HP printer entries if Windows created multiple copies.
Canon Printer Offline
Confirm the printer is connected to WiFi, clear the queue and reinstall the correct Canon driver if Windows uses an old printer port.
Epson Printer Offline
Check Epson software status, WiFi signal, ink/maintenance warnings and print queue errors before reinstalling the printer.
When You Should Get Help
You may need help if the printer remains offline after reconnecting WiFi, clearing the print queue, restarting Print Spooler and reinstalling the driver. Hardware faults, router issues, printer firmware problems or repeated driver conflicts may need deeper troubleshooting.
Related printer guides: How to Setup Printer, Printer Offline Fix, How to Update Drivers, Blog Center.