Why Is My Printer Offline? Common Causes and Fixes
An offline printer is a printer that has been installed on your system, but that is currently ‘off’ as far as the OS is concerned. This may point to a problem with how a printer was installed, the printer itself, or the app you’re using to print from.
Below, we’ll answer the question, “Why is my printer offline?” and provide proven solutions for making it work again. This includes both built-in Windows options and tools from HP, like the company’s HP Smart app.
What Does it Mean When a Printer is Offline?
When a printer is offline, it means it’s unable to communicate with the computer or network sending the print job. This can occur due to various reasons, including connectivity issues such as loose or disconnected cables or network issues if the printer is connected via Wi-Fi or Ethernet. Or maybe the printer is literally off, in sleep mode, or experiencing an error like a paper jam or low ink/toner. Software-related issues like outdated or corrupted drivers can also cause the printer to appear offline. Sometimes, the printer may be manually set to offline mode in its settings.
Why Does a Printer Go Offline?
A printer might go offline for several reasons:
- Network connectivity issues are a common cause, where the printer might lose its connection to the network due to a weak Wi-Fi signal, a disconnected Ethernet cable, or router problems.
- Outdated or corrupted printer drivers can lead to the printer going offline because the computer may fail to communicate properly with it without the latest or correct drivers.
- Incorrect printer settings can also be a culprit; for instance, if the printer is set to “Use Printer Offline” mode, it will not accept print jobs.
- Power-related issues such as the printer being turned off or experiencing a power outage can also cause it to appear offline.
- Software conflicts, such as those from recent Windows updates or third-party applications, can disrupt printer functionality.
- Hardware malfunctions within the printer itself, such as paper jams, empty ink cartridges, or other mechanical issues, can lead to the printer going offline.
Basic Checks for an Offline Printer
Before we dive into fixes for an offline printer, you should run through some basic printer troubleshooting checks:
- Print a test page. You can do this directly from a printer by pressing or holding down a button. Consult your printer’s manual to see how you can print a test page.
- Make sure all slots on the printer are closed and it is in the ‘ready’ state.
- Ensure that there are no blinking lights or error messages on the printer.
- Make sure the printer is loaded with paper and there is no paper jam. The smallest bit of paper can cause the printer to not work.
- Make sure the printer is connected securely to the computer. Change the data cable out for a new one and check if the printer comes online.
- If you’re using an older printer, connect it to the USB hub port, not a USB 3.0 port. Check out how you can use a legacy printer on a new system.
How to Fix a Printer that is Offline
If all the above check out and your printer still appears offline, try the following fixes:
1. Run the printer troubleshooter
Windows has a built-in troubleshooter for printers. Run it to attempt to resolve problems with the printer.
- Press Win+i to open Settings.
- Select System in Windows 11 or Update & Security in Windows 10.
- Select Troubleshoot.
- Click Other troubleshooters or Additional troubleshooters.
- Run the Printer troubleshooter and agree to apply any fixes Windows recommends.
2. Use the HP Smart App’s Diagnose & Fix tool
If you’re using an HP printer, the HP Smart app provides a quick way to resolve offline errors. The Diagnose & Fix tool automatically checks the printer’s status and attempts common fixes for you. This is often faster and easier than manual troubleshooting.
- Download and open the HP Smart app on your Windows or Mac computer.
Note: The app runs on Windows 11/10 and macOS 12.0 or later. - Make sure your printer is added to the app.
- Select your printer, then choose Diagnose & Fix. If you don’t see that option, select it from the Printers menu or scroll to Diagnostics > Diagnose and Fix.
- Select Start and then follow the on-screen steps to allow the tool to run and correct any issues it finds.
3. Use Virtual Assistant in the HP Smart app
HP’s app also includes a virtual assistant that guides you through troubleshooting printer issues. Instead of guessing, you’ll see interactive prompts that make sense for your specific printer model.
- Open HP Smart and select Help & Support on the main/Home page.
- Choose Chat with Virtual Assistant on the left.
- HP’s Virtual Assistant will open in your web browser. Select Printer and then follow the other on-screen steps to tell the assistant what’s wrong with your printer.
- Alternatively, select Use SupportGPT and then briefly describe the problem. For example, write printer offline to get started.
4. Reinstall the printer.
Often the easiest way to fix an offline printer is to uninstall and reinstall it. You should do this if you suspect something might have gone wrong during installation, if you’ve recently changed the cartridge on the printer, or if you’ve changed the cable connecting the printer to the system.
1. Open Control Panel. One quick way there is to type control into the Start menu.
2. Go to Hardware and Sound > Devices and Printers.
3. Navigate to Printers & Scanners, select your printer, and then click Remove. If you’re in Windows 10, right-click the offline printer and select Remove device.
4. Once removed, disconnect the printer from your computer.
5. Turn the printer off and disconnect it from the power source.
6. Wait 5-10 minutes.
7. Plug the printer in and allow it to warm up.
8. Connect the printer to your computer.
9. Windows will install drivers for it
10. Print a test page.
5. Make the printer ‘Always Available’
Most of us want our printer to be available all the time. But did you know there’s a setting that dictates when the printer goes offline? It’s easy to change this if your settings were altered and that is the reason your printer is offline:
1. Follow the above steps to find your printer in Settings or Control Panel.
2. Open the printer’s properties.
3. Go to the Advanced tab and make sure Always available is selected, and then click OK.
6. Restart the print spooler service
The print spooler service is used to store print jobs until they are printed. One reason your printer is offline is because this service has become unresponsive or has been unintentionally terminated. Restarting it will not only clear the queue, but it will also re-establish a connection with the printer.
1. From the taskbar, search Windows for Services, and then click it from the results.
2. Right-click Printer Spooler from the list and choose Start or Restart (whichever one you see).
3. Try printing again.
7. Restart your computer
We saved this one for further down the list because it’s a hassle to close all the open programs and reboot. But, often, a simple restart is the way out of strange tech troubles like this one.
1. Press Ctrl+Alt+Del.
2. Select the power button in the corner of the screen.
3. Choose Restart.
8. Find a better driver
This can be a tedious process, but it’s the most likely fix for an offline printer if none of the above have helped. Sometimes, the driver provided by Windows isn’t enough to make the printer go back online, maybe because it’s corrupt.
1. Locate the manufacturer of the printer. This should be on the printer somewhere. You might find that you have a Brother printer, for example, or a printer from Canon.
2. Search the web for your printer manufacturer’s website. For instance, if your Brother printer is offline, searching brother printer drivers will land you on the Brother website. The same is true for a Canon printer that’s offline; go to their website instead.
3. On their website, use the search bar to find your specific printer. It’s identified by its model number, which is listed somewhere on the printer, likely next to the brand name.
4. Download the driver and open the utility to install the latest driver.
9. Contact manufacturer support
If you’ve tried all the above steps and your printer still says it’s offline, it may point to a deeper issue like a hardware failure or a bug in the firmware. At this point, it’s best to reach out to the manufacturer’s support team for guided assistance and, if necessary, warranty service or repair options.
For HP printers, contact HP Support through the HP Smart app or the HP Printer Support website. You’ll probably need your printer’s serial number handy, which you can find on the back of the device.
Other brands like Canon and Epson also have support pages, live chat options, and phone numbers you can use to get help with your offline printer.
