Troubleshooting “Printer Offline” Issue: Step-by-Step Fix

Few things are more frustrating than hitting Print and seeing the dreaded “Printer Offline” error. This problem can occur on both Windows and Mac, and it usually means your computer can’t communicate with the printer. Luckily, most of the time, it’s easy to fix. In this guide, we’ll walk you through common causes and practical solutions to bring your printer back online.

Why Does a Printer Go Offline?

A printer may show as offline for several reasons:

  • Loose or disconnected cables (USB or power).

  • WiFi/network issues preventing communication.

  • Printer turned off or in sleep mode.

  • Outdated or corrupt printer drivers.

  • Print queue errors or stuck jobs.

  • Incorrect default printer settings.

Quick Checks Before Troubleshooting

  1. Ensure the printer is powered on.

  2. Check all cables (for wired printers).

  3. Confirm the printer is connected to the same WiFi network as your computer.

  4. Restart both your printer and computer.

If the issue persists, follow the steps below.

Fixing “Printer Offline” in Windows

1. Set Printer as Default

  1. Go to Settings → Devices → Printers & Scanners.

  2. Select your printer → click Manage.

  3. Choose Set as Default.

2. Clear Print Queue

  1. Go to Printers & Scanners → select your printer.

  2. Click Open Queue.

  3. Cancel all stuck print jobs.

3. Restart Print Spooler Service

  1. Press Win + R, type services.msc, and hit Enter.

  2. Find Print Spooler, right-click, and select Restart.

4. Update or Reinstall Printer Drivers

  • Visit the printer manufacturer’s website.

  • Download the latest drivers for your model.

  • Reinstall them to fix compatibility issues.

Fixing “Printer Offline” on Mac

1. Reset the Print System

  1. Go to Apple Menu → System Settings (or System Preferences) → Printers & Scanners.

  2. Right-click in the printer list and select Reset Printing System.

  3. Re-add your printer.

2. Delete and Re-Add the Printer

  1. In Printers & Scanners, select your printer.

  2. Click the “-” button to remove it.

  3. Use the “+” button to add it back.

3. Check WiFi and AirPrint

  • Make sure your printer supports AirPrint and is on the same WiFi network.

  • Restart your WiFi router if the connection is unstable.

Network Printer Offline Fixes

For printers shared on a network:

  • Use the printer’s IP address to add it manually.

  • Ensure your firewall isn’t blocking printer communication.

  • Place the printer closer to the router for a stronger signal.

Preventing Future “Printer Offline” Errors

  • Keep drivers updated through the manufacturer’s site.

  • Use a static IP for network printers to avoid reconnection issues.

  • Regularly restart your printer and router to clear temporary glitches.

  • Check printer sleep mode – disable it if it causes frequent disconnects.

Final Thoughts

A “Printer Offline” error doesn’t mean your printer is broken. In most cases, it’s a simple connectivity, driver, or settings issue. By following these troubleshooting steps, you can quickly bring your printer back online and avoid interruptions in your workflow.

With regular maintenance and proper setup, you’ll enjoy smoother, hassle-free printing every time.

Scroll to Top