How to Fix Printer Offline

Encountering the frustrating "printer offline" message when you're about to print a document can be a common occurrence. But fear not! In this guide, we'll show you how to fix printer offline problems like a pro, ensuring hassle-free printing. The topics covered in this guide include:

  1. Why Is My Printer Offline? Initial Checks and Quick Fixes
  2. Why Does My Printer Say Offline But Is Connected to WiFi?
  3. How to Fix Printer Offline Problem: Other Causes and Solutions

Why Is My Printer Offline? Initial Checks and Quick Fixes

Sometimes, printers can go offline for various reasons, ranging from basic issues like the printer not being turned on, loose cables, or network connection problems to more complex issues like printer configuration or outdated hardware. Before troubleshooting, it's essential to start with some basic checks.

1. Look for error messages or blinking lights.

These indicators provide essential information about specific issues causing the printer to go offline, like low ink, toner, or paper jams. Resolving these errors can help resolve the problem.

2. Check the cable connections.

If there is no light on or flashing, one possible cause could be a damaged or improperly connected cable. Check for loose or disconnected cables or any faults or damages. Try different ports or a new cable to identify the issue. If the printer works with a different cable, replace the original one.

3. Check network connection.

Signs of network connectivity issues include difficulty connecting wirelessly or through the network, slow or interrupted printing, and receiving network-related error messages while attempting to print. If you encounter any of these issues, follow the steps below to resolve the problem:

  • Check network stability:
    Weak or fluctuating Wi-Fi signal and interruptions or disconnections while using the internet may indicate an unstable network. Move your computer closer to the Wi-Fi router if you experience these signs.
  • Verify printer's Wi-Fi network:
    Within the network settings menu, you should see a list of available Wi-Fi networks. Check to see if the printer is connected to the correct network. It should match the Wi-Fi network that your computer is connected to. If not, select the appropriate network and enter the password if required.
  • Restart printer and router:
    If moving the computer closer to the router doesn't work, turn off the printer and unplug its power cable and router. Wait 30 seconds, then plug them back in and turn them on. This can refresh the network connection.

4. Unplug and restart the printer and computer.

A simple unplugging and restarting of the printer and computer can refresh the printer configuration and establish a proper connection.

To restart the printer:

  1. Step 1. Turn off the printer and unplug its power cable.
  2. Step 2. Wait 30 seconds to 1 minute, then plug the power cable back in and turn the printer on.

To restart the computer:

windows logo  Windows:
  1. Step 1. Save your work and close all programs.
  2. Step 2. Click on the Start menu, and then click on the power icon.
  3. Step 3. Select "Restart" from the power options menu. Confirm the restart when prompted.
  4. Step 4. Print a test page or document to see if the issue has been resolved.
apple logo  Mac:
  1. Step 1. Save your work and close all programs.
  2. Step 2. Click on the Apple icon and select "Restart" from the drop-down menu.
  3. Step 3. Confirm the restart when prompted.
  4. Step 4. Print a test page or document to see if the issue has been resolved.

Why Does My Printer Say Offline But Is Connected to WiFi Network?

If your device is connected to the correct network with a strong connection and your USB cable is securely connected and undamaged, the issue of your device appearing offline is likely caused by outdated or incompatible drivers or incorrect printer settings. To resolve this, follow the tips below that best match your situation.

How to Fix Printer Offline Problem: Other Causes and Solutions

NOTE: The steps provided below are general guidelines. The user interface and exact labeling of options may vary slightly depending on the version of Windows or Mac OS you are using. However, you can follow these steps as a starting point and make any necessary adjustments based on any subtle changes in the user interface.

1. Printer Configuration Issues

Printer configuration refers to the specific settings and options determining your printer's operation. If you're wondering "Why is my printer offline?", it's possible that printer configuration is to blame. To fix this problem, identify the scenario that matches your situation and follow the recommended solution.

A. Printer Configurations Need Refreshing

Remove and reconnect your printer back to the computer to refresh the printer configuration. Follow the steps below:

windows logo  Remove and Reconnect Printer on Windows

To remove the printer from the computer:

  1. Step 1. Unplug your printer from the computer
  2. Step 2. Go to the Windows search bar, type "printer," and select "Printer & scanners" from the results list.
  3. Step 3. Find and select the printer you want to remove.
  4. Step 4. Click "Remove device" and then select Yes.

To reinstall your printer:

  1. Step 1. Connect your printer back to the computer and turn it on.
  2. Step 2. Go to the Windows search bar, type "printer," and select "Printer & scanners" from the results list.
  3. Step 3. Once in, click on the "Add a printer or scanner" or "Add device" button. Windows will start searching for printers connected to your computer. Follow the on-screen instructions to complete the printer installation process. If your printer is detected, it will appear in the list. Click on your printer's name to select it.

Windows may automatically install the necessary drivers, or you may be prompted to download and install them manually. Once the installation is complete, your printer will be added to the list of available printers in the "Printers & scanners" settings.

apple logo  Remove and Reconnect Printer on Mac

To remove a printer:

  1. Step 1. Open "System Preferences" from the Apple menu.
  2. Step 2. Click on "Printers & Scanners."
  3. Step 3. Select the printer you want to remove from the printer list.
  4. Step 4. Press the "-" (minus) button below the list to remove the printer.
  5. Step 5. Confirm the removal when prompted.

To add a printer:

  1. Step 1. Ensure the printer is powered on and connected to your Mac.
  2. Step 2. Open "System Preferences" from the Apple menu.
  3. Step 3. Click on "Printers & Scanners."
  4. Step 4. If the printer is not automatically detected, click the "+" (plus) button below the printer's list.
  5. Step 5. A new window with a list of available printers will appear. If your printer is listed, select it and click "Add."
  6. Step 6. If your printer is not listed, click "The printer I want isn't listed" or "Add printer or scanner."
  7. Step 7. Follow the on-screen instructions to manually add the printer. You may need to provide the printer's IP address or other details.
  8. Step 8. Once the printer is added, it should appear in the printer's list.

B. Printer Not Set as Default

Verify that your printer is set as the default printer on your computer. Sometimes, the wrong printer is selected, resulting in printer offline issues.

windows logo  Set Printer as Default on Windows

Windows 8 or 7:

  1. Step 1. Go to the Windows search bar, type "devices," and select "Devices and Printers" from the results.
  2. Step 2. Right-click on the active printer (not grayed out).
  3. Step 3. Choose "Set as Default printer" from the menu.
  4. Test print to see if the issue is resolved. Look for a checkmark in the "Devices and Printers" settings below your preferred printer.

Windows 10:

  1. Step 1. Go to the Windows search bar, type "printer," and select "Printer & scanners" from the results list.
  2. Step 2. Choose your printer, then select "Open queue."
  3. Step 3. Under Printer, click "Set As Default Printer," then clear "Use Printer Offline" and "Pause Printing" if they are enabled.
  4. Step 4. Click OK if a pop-up message "Windows will stop managing your default printer for you" appears.

Windows 11:

  1. Step 1. Go to the Windows search bar, type "printer," and select "Printer & scanners" from the results list.
  2. Step 2. Under Printer preferences, ensure that the option "Let Windows manage my default printer" is disabled/off.
  3. Step 3. Select your printer and click the Set as default button found next to the printer name or below it.
apple logo  Set Printer as Default on Mac
  1. Step 1. Click the Apple menu > System Preferences > Printers & Scanners.
  2. Step 2. Choose the printer you want to set as the default.
  3. Step 3. Click the "Set Default Printer" button.

C. Use Printer Offline is Enabled

If the "Use Printer Offline" mode is enabled, the computer will not attempt to communicate with the printer for printing tasks. To disable it, follow the steps below:

windows logo  Disable "Use Printer Offline" Mode on Windows

  1. Step 1. Go to the Windows search bar, type "control panel," and select "Control Panel" from the results.
  2. Step 2. In the Control Panel window, select "Hardware and Sound" or "Devices and Printers."
  3. Step 3. Locate your printer in the list of devices and right-click on it.
  4. Step 4. Select "See what's printing" from the context menu or "Open print queue."
  5. Step 5. In the print queue window, click on the "Printer" menu at the top.
  6. Step 6. If the printer is offline, a checkmark should be next to the "Use Printer Offline" option. Click on it to disable the offline mode.
  7. Step 7. The printer will now be set to online mode and should be available for printing.

apple logo  Disable "Use Printer Offline" on Mac

  1. Step 1. Click on the Apple menu in the top-left corner of the screen.
  2. Step 2. Select System Preferences from the drop-down menu.
  3. Step 3. In the System Preferences window, click on Printers & Scanners or Print & Scan.
  4. Step 4. Select the printer from the list on the left-hand side.
  5. Step 5. Click the "Options & Supplies" or "Open Print Queue" button.
  6. Step 6. In the open print queue window, click on the "Printer" menu at the top.
  7. Step 7. If the printer is currently set to offline mode, you should see an option to "Resume" or "Unpause" printing. Click on it to disable offline mode.

D. Disable SNMP (Simple Network Management Protocol)

SNMP is mainly used in networked environments for centralized device monitoring and management. Enabling SNMP may not be necessary for regular home users. To disable it, follow these steps:

windows logo   Disable SNMP on Windows

  1. Step 1. Go to the Windows search bar, and type "printer." From the list of results, select "Devices and Printers."
  2. Step 2. In the Devices and Printers window, make sure the Printers section is expanded so you can see your connected printers.
  3. Step 3. Right-click on the printer that is having the issue and choose "Printer Properties" (not "Properties").
  4. Step 4. In the Printer Properties window, click on the "Ports" tab located at the top.
  5. Step 5. From the list of ports, look for the port with a checkmark indicating it is the default port. Click on it, then click the "Configure Port" button at the bottom right of the window.
  6. Step 6. In the new window that appears, make sure the "SNMP Status Enabled" option is unchecked. If it has a checkmark, click to uncheck it. Then click OK to save the changes.
  7. Step 7. Restart your computer and turn off your printer. After a few minutes, turn on the computer and then the printer.

apple logo  Disable SNMP on Mac

  1. Step 1. Click on the Apple menu in the top-left corner and select "System Preferences."
  2. Step 2. In the System Preferences window, click on "Printers & Scanners" or "Print & Scan."
  3. Step 3. Select your printer from the list on the left-hand side.
  4. Step 4. Click the "Options & Supplies" or "Options & Supplies" button.
  5. Step 5. In the Options tab, look for an option related to SNMP or "Enable SNMP" and uncheck or disable it.
  6. Step 6. Close the Printer Options window.
  7. Step 7. Restart your Mac for the changes to take effect.

2. Print Queue Issues

A. Stuck Print Jobs

Stuck print jobs can cause a printer to go offline by creating a traffic jam in the print queue. Clearing these jobs resolves the issue and restores normal printing.

windows logo  Clear Stuck Print Jobs on Windows

  1. Step 1. Go to the Windows search bar, type "printer," and select "Printer & scanners" from the results.
  2. Step 2. Choose your printer from the list and click on it. Then, select "Open print queue."
  3. Step 3. Look for the documents listed in the print queue window. Select each document, click "Document," and choose "Cancel" to remove them from the queue.

apple logo  Clear Stuck Print Jobs on Mac

  1. Step 1. Click on Apple Menu > System Settings > Printers and scanners.
  2. Step 2. Select the active printer from the list and click the "Open Print Queue" button.
  3. Step 3. Once the print queue appears, choose the print job you want to cancel and click the close button (X) next to it.
  4. Step 4. If you want to clear the printer queue completely, you can either press "Command + A" to select all print jobs and then press "Command + delete" to cancel them, or you can click on "Printer" in the menu bar and select "Cancel All Documents."

B. Printing Queue Manager Needs Resetting

Windows and Mac have a service that manages the printing queue that may encounter errors or become unresponsive. This can lead to a backlog of print jobs and prevent new jobs from being processed, causing printer offline issues. Clearing or resetting the printing system can help fix this.

windows logo  Reset Printing System on Windows

  1. Step 1. Go to Windows’ search taskbar and type "services." From the list of search results, select "Services"
  2. Step 2. Scroll down to the Print Spooler service, click it to see the Restart the service options, or right-click on Print Spooler to see the Restart option. Either way, choose Restart.

apple logo  Reset Printing System on Mac

  1. Step 1. Click on Apple Menu > System Settings > Printers & Scanners (scroll down if needed).
  2. Step 2. Control-click on any empty space within the printer list area and select "Reset printing system" from the context menu that appears.
  3. Step 3. A confirmation pop-up will inform you that resetting the printing system will remove all printers. If you want to proceed, click on the "Reset" button.
  4. Step 4. Enter your administrator password if prompted and click the "OK" button.
  5. Step 5. After resetting the printing system, you can add your printers again by clicking the "+" button in the Printers & Scanners window and following the on-screen instructions.

3. Printer Driver Problems

Outdated, Corrupted, or Incompatible Drivers:

When the printer driver is outdated, corrupted, or incompatible with the operating system, it can lead to the printer being unable to receive commands or respond to print requests, causing it to go offline. Updating the printer driver to a compatible version resolves this issue and allows the printer to function correctly.

NOTE: It's essential to have a stable and strong internet connection during this process to prevent any issues. Please avoid turning off the printer while the update is in progress.

windows logo  Update Printer Driver on Windows:

  1. Step 1. Press the Windows key + R key on your keyboard to open the Run dialog box.
  2. Step 2. Type "devmgmt.msc" and press Enter key to open the Device Manager.
  3. Step 3. Expand the Printers or Print queues category in the Device Manager window.
  4. Step 4. Right-click on your printer and select Update driver.
  5. Step 5. Choose the option to search automatically for updated driver software.
  6. Step 6. Windows will search for the latest driver online and install it if available.
  7. Step 7. Follow any on-screen instructions to complete the driver update process.

apple logo  Update Printer Driver on Mac

  1. Step 1. Click on the Apple icon in the top-left corner and select System Preferences.
  2. Step 2. In the System Preferences window, click on Software Update.
  3. Step 3. Verify if your printer name appears on the list of available software updates.
  4. Step 4. If the printer is on the list, simply click on the Update button to install the latest printer drivers and software.

You can also update the printer drivers to the latest version from the manufacturer's website or use driver update software.

Why Is My Printer Offline Even After Following The Tips Above?

If you've tried all the previous steps and your printer is still offline, it's possible that there's a hardware issue that needs professional attention. This time, we recommend contacting your printer manufacturer or seeking help from a professional technician. They have the expertise to diagnose and fix any hardware problems, ensuring your printer gets back up and running smoothly.

Parting Words:

In conclusion, this comprehensive guide provides solutions on how to fix printer offline problems, including basic checks covering cable and network problems, as well as specific scenarios where the printer says offline but is connected to the correct WiFi network. Remember that support is available from your printer manufacturer or professional technicians if the tips we shared do not help resolve your printer offline issue.

For more related articles and helpful tips, visit our website. At CompAndSave, we prioritize your printing experience and offer affordable cartridges without compromising quality. Trust us for all your printing needs and enjoy a hassle-free printing experience. Happy printing!

Frequently Asked Questions

What does printer offline mean?

When a printer is offline, it means that it is temporarily disconnected or not available for printing. This can happen for various reasons, such as a network connection issue, a problem with the printer itself, or a communication error between the printer and the computer. When a printer is offline, you won't be able to print until the issue is resolved and the printer is brought back online. Follow our tips in this article to get your printer back online.

How to get printer back online?

To bring your printer back online, check for any error messages or blinking lights on the printer, as they can provide clues about the underlying issue. If no error messages are present, ensure the cable connection is secure, verify a stable network connection, check printer settings, clear any stuck print jobs, and update the printer driver if needed. For a more detailed guide, refer to the tips on how to fix printer offline problems above.

Why does my printer keep going offline?

If your printer keeps going offline again after troubleshooting, it could be due to hardware or software issues, network connectivity problems, or outdated drivers. To address this, try moving the printer closer to the Wi-Fi router, updating the drivers, and checking for any conflicting settings on your computer. Follow the step-by-step instructions provided above on how to troubleshoot the issues. If the issue persists, contact the printer manufacturer's support or seek help from a professional.

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