Printer Troubleshooting: Top 10 Common Printer Problems and Solutions

1. Printer Offline

Sometimes, printers can go offline due to various reasons. Some of those reasons and solutions are listed below.

• Check for Error Messages and Lights. Look for error messages or blinking lights on the printer. These provide insights into issues like low ink, toner, or paper jams, which can be resolved to bring the printer back online.
• Unplug and Restart. A simple solution is to unplug and restart both the printer and the computer. This can refresh the printer's configuration and re-establish a proper connection.
• Verify Network Connection. If the printer is connected wirelessly, ensure a stable network connection. Restart the printer and router to refresh the connection.
• Check Printer Default Settings. Make sure your printer is set as the default on your computer.
• Printer Driver Issues. Outdated or incompatible printer drivers can lead to offline problems. Update drivers through the Device Manager (Windows) or System Preferences (Mac).

For more detailed step-by-step instructions, check our guide on how to fix printer offline problems.

2. Unresponsive - The Printer Just Won't Print

One of the more confusing issues with printers is that sometimes they are simply unable to complete the print command, even if it is connected to the WiFi.

• Inspect Cable Connections. Ensure cables are securely connected. Swap ports or cables if necessary.
• Refresh Printer Configuration. Simply unplug and restart the printer and the computer to refresh the printer configuration and establish a proper connection.
• Check Network Connection. Wireless printer? Ensure a stable network connection by restarting the printer and router.
• Set Printer as Default. If your control panel indicates "Printing" but nothing prints, you might be connected to the wrong printer. Set your preferred printer as default.
• Control Panel's 'Error' Message. When you see an "Error" message on your control panel while trying to print, your printer might stop responding, and you won't be able to cancel the print job. To fix this, restart your laptop or PC. After restarting, send print jobs individually to prevent overloading and further issues.

3. Paper Jams/Ghost Jams

Paper jams are among the most popular printing errors a user encounters. Most people respond by ripping the paper out in an attempt to get it out as quickly as possible. Surely you have experienced a similar situation.

However, the key to resolving this problem is taking deep breaths, having some patience, and figuring out what's causing it.

How to Fix It?

Paper jams can occur due to a number of printer issues: an object stuck in the hardware, an overloaded tray, or paper not placed properly in the tray.

• Remove Stuck Paper.

  Carefully remove the paper from where it's stuck.

  1. Step 1: Turn off and unplug the printer.
  2. Step 2: Open access panels or trays.
  3. Step 3: Gently remove jammed paper in the direction of paper movement; never force or tear it. Avoid abrupt pulling.
  4. Step 4: Check for additional debris or obstructions that might have caused the jam.
  5. Step 5: Close the panels securely and turn the printer back on.
  6. Step 6: Print a test page to check if the issue has been resolved.
  Note: Avoid using force or tearing the paper. If you encounter resistance, don't yank the paper; instead, investigate the source of the resistance and proceed cautiously.
• Reduce and Reload Paper.

  Reduce the paper load on the tray and reload the stack again into the tray, ensuring that it is aligned and properly placed.

4. Bad Quality Prints

There are several factors involved in poor image quality from your printer. Whether it's smudge, decoloration, or straight-up distorted images, you need to look at your printer or paper quality.

How to Fix It?

• Let the Printer Rest. Turn off your printer and wait for 30 minutes before trying to print again.
• Check Paper Compatibility. Many printers require a specific type of paper, and using something different leads to a poor print quality.
• Avoid Mixing Paper Types. Using various paper types (glossy, plain, etc.) can result in print issues.
• Inspect Print Quality Settings. It is also a good idea to check your print quality settings. It is possible someone used the device before you and switched up the settings, causing the image distortion.
• Address Smudges. If you are getting smudges on your prints, you can try solving the problem by producing several black-and-white copies.
• Clean Printer and Cartridge Printhead. If you can see lines on your prints, clean your printer and cartridge printhead. Dust may have accumulated, or your printhead nozzles may have clogged. Check out how to clean the printhead guide above.
• Improper Paper Setup. A major factor contributing to misaligned texts is the arrangement of the paper in the printer tray. When paper is not loaded properly along with the guides, it may be picked up at an angle, resulting in skewed printing.

To know more, check our troubleshooting page for common printer ink and laser toner cartridge problem.

5. Print Queue Overload - Too Many Print Jobs

One of the other common printing errors occurs when files stack on top of one another. You are unable to print your document due to a long queue.

The issue may be related to connection issues putting some print runs on hold or delaying them.

How to Fix It?

• Resolve Potential Paper Jam.

  It is possible that there is a paper queue in the printer due to a jam. Start by fixing that by following the tips below. If it persists, follow the step below.

  1. Step 1: Turn off and unplug the printer.
  2. Step 2: Open access panels or trays.
  3. Step 3: Gently remove jammed paper in the direction of paper movement; never force or tear it. Avoid abrupt pulling.
  4. Step 4: Check for additional debris or obstructions that might have caused the jam.
  5. Step 5: Close the panels securely and turn the printer back on.
  6. Step 6: Print a test page to check if the issue has been resolved.
  Note: Avoid using force or tearing the paper. If you encounter resistance, don't yank the paper; instead, investigate the source of the resistance and proceed cautiously.
• Delete Previous Queue Files.

  Go to your device's control panel and delete the files ahead of yours in the queue. Most of the time, this results in an "Error" message or your window becoming unresponsive - leading you to the next step.

• Restart Printer and PC.

  Turn off your printer completely by unplugging it and restarting your computer. Once your device is open, reconnect the printer and see if the queue is still there. Mostly, this causes the queue to clear up.

6. When Your Wi-Fi Printing Takes Too Long

You may be experiencing printing errors only because your connection is unreliable.

How to Fix It?

If your cable printing is working fine, but you have extremely slow wireless output, you might need to look elsewhere.

• Enhance Wi-Fi Signal. The most obvious solution is to move your printer closer to the router or your internet device. You can also place a Wi-Fi extender or a wireless repeater to have better signal coverage throughout your house.
• Check Router Bands. For the best connection, you should also make sure your router has a 5GHz as well as a 2.4GHz band.
• Update Printer Driver. There are times when you need to make sure that the driver software installed for your printer has all the latest updates.

7. The New Ink/Toners Are Not Working

A lot of the time, your printer problems occur from a newly replaced ink or toner. It might just be that the new cartridge is faulty or an installation problem.

How to Fix It?

• Test with Old Cartridge. Replace the new cartridge with the old one to ensure your printer is not causing trouble. If the print works perfectly, try it again with the new one.
• Inspect Cartridge Installation. Sometimes all it takes is a simple swap! At other times, check your cartridge for any problems. Did you remove the protective seal or place it in the correct vent?
• Clear Toner Vent Path. Ensure that the toner vent has no obstructions or foreign objects blocking its path.
• Inspect Printer Firmware Version. Firmware updates are also intended to restrict third-party ink usage. If you've updated your printer's firmware, you might consider downgrading it (downgrade option is available for specific printers only).
• Printer Regional Coding. Certain printers are designed to exclusively work with cartridges manufactured in the same region where the printer was purchased. If you move your printer to a different region and bought new cartridges, it's highly likely that the printer won't recognize those cartridges.

If your printer ink is not recognized, check our guide on how to fix ink non-recognition issue, to learn more about the reason and how to resolve it.

8. My Printer Won't Scan

When a multi-function printer (MFP) stops working, you are left with two non-working devices, which is extremely frustrating.

This issue can often be regarded as a corrupted scanner driver or an internal hardware issue.

How to Fix It?

• Restart Printer. Try restarting your printer to see if it resolves the issue.
• Check Driver Updates. Update your scanner driver and make sure it is configured correctly. Alternatively, if the problem persists, you may need to reinstall the printing software package.
• Refer to User Manual. You may also want to read through the printer troubleshooting section of the user manual to find out where the problem lies.

Once you've confirmed that there's no driver problem, get a consultant to examine your MFP for hardware issues.

9. Driver Not Recognized

One of the more overlooked printer problems and solutions is related to the driver not working properly.

The printer driver is essentially the software that connects your printer to your computer. In the event that it fails, your printer might be unable to print documents or might print distorted copies.

• Check Device Driver Version. Ensure that your device has the correct driver installed. Visit the printer manufacturer's website, search for print drivers, and compare your model with the provided list. Make sure the driver version is correct if it is installed correctly.
• Update Driver. Fixing this problem and getting your printer to work properly again is as easy as updating the driver. To do this, just uninstall your current printer driver and then install the latest version.

10. Other General Problems

Usually, hardware problems prevent your printer from turning on or from completing a print job.

If you are unable to identify any specific hardware printer problems and solutions, it's likely your device just needs a quick oversee and an easy fix.

• Inspect External Components. You need to check if all the external components of your printers are working correctly.
• Examine USB Lead. It is possible your USB lead is quite worn out and needs replacement.
• Paper Tray Inspection. Make sure to also check the paper tray to see if it has been loaded correctly or if there is a paper jam.
• Address Flashing Lights. Notice flashing lights—these may point to device problems. Swift action is key, as addressing it promptly prevents escalation.

If neither of these steps fix the problem, then it's better to consult an expert rather than delay it.