How to fix a printer that is offline (2026)
Quick Answer
A printer usually shows as offline because the connection has dropped, the wrong printer is selected, the print queue is stuck, or the printer service on your computer needs restarting. Start with the basics: make sure the printer is on, connected to the same network or properly plugged in, and set as the active printer. Then clear paused jobs, disable any 'Use Printer Offline' setting, and restart both the printer and the computer.
Overview
A printer marked offline does not always mean it is broken. In most cases, your computer has simply lost contact with it, or Windows or macOS is sending jobs to the wrong queue. This can happen after a Wi‑Fi change, router restart, printer sleep mode, USB cable problem, driver issue, or a stuck print job that blocks everything behind it. The best way to fix it is to work in order: check power and connection first, confirm the computer can actually see the printer, then deal with queue and settings problems, and only then move on to driver or service fixes. That order matters because software fixes will not help if the printer is disconnected, and reinstalling drivers is unnecessary if the only problem is a paused queue. This guide covers the most common causes for home and small office printers, including USB and network models. If the printer still appears offline after these steps, the issue may be a failing network card, damaged USB port, or a deeper operating system or firmware problem, which is when manufacturer support or a technician becomes the sensible next step.
Who this is for
Home users and small office users trying to get a USB, Wi‑Fi or network printer back online without advanced tools.
What you’ll need
- the printer and its power cable
- the computer or device sending the print job
- access to your Wi‑Fi router if using a wireless printer
- a known-good USB cable if the printer connects by USB
- administrator access on the computer if you need to restart print services or reinstall the printer
Before you start
Check whether the problem affects one computer or every device. If nobody can print, the issue is probably the printer or network connection. If only one computer cannot print, focus on that computer's printer settings, queue and drivers.
Step-by-step
- 1
Check power, error lights and paper or ink alerts
Make sure the printer is switched on and fully awake, not just in sleep mode. Look at the display or status lights for any warning about paper jams, empty trays, open covers, low or missing ink or toner, or a general error. Resolve any hardware alert first.
Why: A printer with a hardware fault often reports itself as unavailable or offline until the fault is cleared.
- 2
Confirm the connection type is actually working
For a USB printer, unplug and reconnect the cable firmly at both ends, and if possible try a different USB port and a known-good cable. For a Wi‑Fi printer, check that it is connected to your current wireless network rather than an old one or a guest network. For an Ethernet printer, check the cable is seated properly and the network port lights show activity if your model has them.
Why: Offline status is often just a lost physical or network connection, and fixing that is quicker than changing software settings.
- 3
Restart the printer, computer and router if needed
Turn the printer off, wait a short while, then turn it back on. Restart the computer as well. If the printer uses Wi‑Fi and the problem started after an internet or network change, restart the router too.
Why: Restarting clears temporary communication faults, renews the network connection and can bring a sleeping or stalled printer back onto the network.
- 4
Check the printer is selected correctly and not set to offline
On Windows, open the Printers list, open the printer queue, and make sure 'Use Printer Offline' is not enabled and printing is not paused. Also confirm this is the printer you actually want to use, especially if there are duplicate entries. On macOS, check the printer appears in Printers & Scanners and shows as idle or ready rather than unavailable.
Why: Computers sometimes send jobs to an old queue, a duplicate printer entry, or a manually paused queue, which makes the device appear offline even when it is available.
- 5
Clear stuck print jobs from the queue
Open the print queue and cancel any pending or failed jobs. If a job refuses to clear, restart the computer and try again. On Windows, you may need to restart the Print Spooler service, then reopen the queue and cancel the jobs. After the queue is empty, send a small test page.
Why: One corrupt or stalled print job can block all later jobs and keep the printer showing as offline or unresponsive.
- 6
Remove and re-add the printer if it still shows offline
Delete the printer from your computer's printer settings, then add it again using the correct connection method. If possible, use the printer's current network name or IP-based discovery rather than an old saved queue. If your manufacturer provides an official setup utility, use that.
Why: Re-adding the printer refreshes the connection details and can fix stale port settings or duplicated queues.
- 7
Update or reinstall the printer driver and firmware
Download the correct driver or setup software for your exact printer model and operating system from the manufacturer's official support site. Install any recommended driver update. If the printer has firmware updates available through the manufacturer, apply them using the official instructions.
Why: Driver mismatches and outdated firmware can stop the computer and printer communicating properly, especially after operating system updates or network changes.
Why this works
An offline printer problem usually comes from one of four points of failure: the printer itself, the connection, the print queue, or the driver and operating system. Working through them in that order isolates the fault instead of guessing.
Common mistakes to avoid
- Reinstalling drivers before checking whether the printer is actually connected to power or Wi‑Fi
- Sending new jobs to a queue that already contains a stuck document
- Keeping duplicate printer entries and printing to the wrong one
- Connecting the printer to a guest Wi‑Fi network that the computer cannot access
- Ignoring the printer's own display message and treating it as a computer problem
Troubleshooting
Printer is on, but only one computer shows it as offline
Check that computer's selected printer, queue status, 'Use Printer Offline' setting, and driver. Remove and re-add the printer on that computer if needed.
Printer is offline for every device in the house or office
Focus on the printer and network. Check the printer's Wi‑Fi or Ethernet connection, restart the printer and router, and confirm the printer is connected to the correct network.
USB printer keeps going offline intermittently
Try a different USB port and cable, avoid loose front-panel ports or hubs if possible, and reinstall the printer entry if Windows or macOS has created multiple versions.
Jobs stay in the queue and nothing prints
Cancel all jobs, restart the printer and computer, then restart the print service if needed and send a simple test page.
Printer came back online but still will not print
Check for paper jams, empty supplies, wrong paper size settings, or a driver issue. Print a built-in printer test page if your model supports it to see whether the problem is with the printer or the computer.
Wireless printer disappeared after changing broadband provider or router
Reconnect the printer to the new Wi‑Fi network using the printer's setup menu or the manufacturer's setup app, then remove and re-add it on your devices.
Compare your options
Simple restart and queue check
Best for: Most home printer offline problems
Pros: Quick, easy, no downloads needed
Cons: Will not fix wrong network settings or damaged drivers
Remove and re-add the printer
Best for: Duplicate queues, stale network settings, printer moved to a new network
Pros: Often fixes persistent software-side issues cleanly
Cons: You may need admin access and may have to set preferences again
Driver or firmware update
Best for: Recurring offline status after system updates or long-term instability
Pros: Can solve compatibility and communication faults
Cons: Takes longer and must match the exact model and operating system
| Option | Best for | Pros | Cons |
|---|---|---|---|
| Simple restart and queue check | Most home printer offline problems | Quick, easy, no downloads needed | Will not fix wrong network settings or damaged drivers |
| Remove and re-add the printer | Duplicate queues, stale network settings, printer moved to a new network | Often fixes persistent software-side issues cleanly | You may need admin access and may have to set preferences again |
| Driver or firmware update | Recurring offline status after system updates or long-term instability | Can solve compatibility and communication faults | Takes longer and must match the exact model and operating system |
Alternatives
- Print directly from the printer's built-in test function to confirm the hardware works
- Use the manufacturer's mobile app or setup utility to reconnect a wireless printer
- Temporarily connect by USB if Wi‑Fi printing is failing and you need to print urgently
Pro tips
- Name the printer clearly after re-adding it so you do not accidentally use an old duplicate queue.
- If the printer has a network status page option, print it to check whether it is connected to the correct network.
- After fixing the issue, print a one-page test document before sending a larger job.
- Keep the printer firmware and computer operating system reasonably up to date to reduce compatibility issues.
Safety notes
- Switch the printer off before checking around moving internal parts or opening areas not intended for normal user access.
- Do not force jammed paper out if the manufacturer advises a specific removal path in the manual.
- Use only the manufacturer's official driver and firmware tools to avoid installing malware or the wrong software.
What this guide does not cover: This guide does not cover model-specific service modes, enterprise print server environments, or advanced network troubleshooting such as reserved IP addresses, firewall rules or managed domain policies.
Cost considerations
Most offline printer problems can be fixed without parts. Costs usually arise only if you need a replacement USB cable, a technician visit, or a repair for a failed network card, main board or port.
Frequently asked questions
Why does my printer say offline when it is turned on?+
Being powered on is only one part of the process. The computer also needs a working connection to the printer and the correct queue. A printer can be on but disconnected from Wi‑Fi, attached to the wrong USB port, paused, or blocked by a stuck print job.
Should I delete the printer and add it again?+
Yes, if basic checks do not work. Re-adding the printer often fixes stale network details, incorrect ports and duplicate printer entries. It is usually best after you have confirmed the printer itself is powered on and connected properly.
Will restarting the print spooler help?+
It often helps on Windows if jobs are stuck or the queue will not clear. Restarting the spooler resets the print queue service so the computer can rebuild communication with the printer.
Why did my wireless printer go offline after changing router?+
The printer is probably still trying to connect to the old network name or password. Reconnect it to the new Wi‑Fi network using the printer's control panel or the manufacturer's setup app, then re-add it on your devices if necessary.
When is it probably a hardware fault?+
Suspect hardware if the printer will not power on properly, shows persistent error lights, drops off every network repeatedly despite reconnection, or is not detected by any computer using a known-good cable or network.
Sources & references
Guidance on this page is traced to documented sources. Last checked 24 September 2026.
- Apple Support · official
Supports checking printer status and managing printers and queues in macOS when a printer is unavailable or not printing.
The basic troubleshooting order changes slowly, but menu names and setup screens vary by operating system and printer model.