How to Fix a Printer That Says It's Offline

Quick answer

When your computer says the printer is offline, it simply means the computer can’t reach the printer right now. Most of the time, restarting the printer, the computer and the router, then making sure both devices are on the same network, brings the printer offline status back to “Ready.” This guide is for home and small office users with a Windows 11, Windows 10 or Mac computer.

Before you start

A few quick checks solve a surprising number of offline problems:

• Make sure the printer is switched on and not in a deep sleep. Press a button on the control panel to wake it.
• Look at the printer’s screen or lights for an error, such as a paper jam, an open cover or an empty cartridge. Clear that first.
• For a USB printer, check that the cable is firmly plugged in at both ends. Try a different USB port on the computer, and avoid USB hubs while testing.
• For a wireless printer, check that your Wi-Fi is working on another device, such as a phone.
• Note which computer system you use. The steps below are split into Windows 11 and macOS.

Restart everything in the right order

Many offline errors come from one device holding on to an old connection. A clean restart in this order gives each device a fresh start:

1. Turn off the printer using its power button and wait about a minute.
2. Restart your Wi-Fi router, if the printer is wireless. Wait until its lights show it is back online, which can take a few minutes.
3. Turn the printer back on and wait until it says it is ready.
4. Restart your computer instead of just closing the lid.
5. Try printing a single page, such as a short text document.

If the printer is wireless, check that it actually joined your network. Most wireless printers can print a network configuration page or show the network status on the control panel. The menu is usually called something like Wireless, Network or Wi-Fi settings, but names differ by model, so check the manual if you can’t find it. That page shows the network name the printer is using. It must match the network your computer is on. If it doesn’t, follow our guide on how to connect a printer to Wi-Fi.

Bring the printer back online on your computer

Windows 11

1. Open Settings, then go to Bluetooth & devices and choose Printers & scanners.
2. Select your printer and open the print queue. The print queue is the list of documents waiting to print.
3. In most versions, the queue window has a Printer menu (or a “...” menu). If you see “Use Printer Offline” with a check mark, select it to remove the check.
4. If old documents are stuck in the queue, cancel them. A stuck job can keep the whole printer showing as offline. Our guide on how to clear a stuck print queue has more detail.
5. If your version of Windows offers a troubleshooter on the printer’s page, run it and follow its suggestions.

If the printer still shows offline, restart the Print Spooler, the Windows service that hands documents to the printer:

1. Press the Windows key, type “Services” and open the Services app.
2. Scroll to Print Spooler, right-click it and choose Restart.
3. Close the app and try printing again.

On Windows 10, the printer list is under Settings, Devices, Printers & scanners. The rest is the same.

macOS

1. Open System Settings and choose Printers & Scanners (on older versions, System Preferences).
2. Select your printer and click Printer Queue (or Open Print Queue).
3. If the queue is paused, click Resume. Delete any old jobs that won’t finish.
4. Check that the printer shows as idle or ready, then try printing again.

Remove and add the printer again

If the computer still can’t find the printer, its saved connection details may be out of date. This often happens when a wireless printer gets a new network address (the IP address, a number your router hands out to each device) after a power cut or router restart. Removing the printer and adding it again lets your computer find it fresh.

Windows 11

1. In Settings, go to Bluetooth & devices, then Printers & scanners.
2. Select your printer and choose Remove.
3. Restart the computer.
4. Go back to Printers & scanners and choose Add device. Wait for your printer to appear, then select Add device next to it.

macOS

1. In System Settings, open Printers & Scanners.
2. Select the printer and remove it (usually a Delete Printer button or a minus sign, depending on your macOS version).
3. Click Add Printer, Scanner or Fax, choose your printer from the list and click Add.

Our guide on how to add a printer to a Windows PC or Mac walks through this in more detail.

If this does not work

Work through these next steps, from easiest to hardest:

• Move the printer closer to the router for a test. Thick walls and long distances can make a wireless printer drop off the network.
• If your router has separate network names for 2.4 GHz and 5 GHz, check which one the printer supports. Many printers only work on 2.4 GHz, so the computer and printer may end up on different networks.
• Turn off any VPN on the computer while testing. A VPN can stop your computer from seeing devices on your home network.
• Install the latest driver (the small program that lets your computer talk to the printer) from the manufacturer’s official support site or through Windows Update. Avoid third-party driver download sites and tools that promise to update all your drivers automatically.
• Check for updates to Windows or macOS and install them.
• If your printer keeps losing its address, a reserved IP address set in your router’s settings can help. Router menus vary, so check your router’s manual for the exact steps.
• As a last step, follow the manual to restore the printer’s network settings to default, then set up Wi-Fi again.

When to get professional help

Stop and contact the printer manufacturer’s support, or a qualified technician, if:

• The printer shows a hardware error that stays after a restart.
• The printer won’t connect to any network or computer, even by USB.
• The printer’s power, screen or buttons behave strangely, or you notice a burning smell.
• The printer is still under warranty. Opening it yourself may affect that coverage.

Be careful about anyone who contacts you out of the blue offering to fix your printer. Real companies don’t cold-call about computer problems, and you should never share your passwords or give remote access to someone you don’t know.

FAQ

Why does my printer keep going offline?

The most common reasons are a weak Wi-Fi signal, the printer going into deep sleep, or the printer getting a new network address. Moving the printer closer to the router and reserving an address for it often helps. Check the manual for the printer’s sleep settings.

Is it safe to restart the Print Spooler?

Yes. Restarting the Print Spooler only restarts the Windows service that manages printing. It doesn’t delete your documents or settings, although jobs waiting in the queue may need to be sent again.

My printer prints from my phone but shows offline on my laptop. Why?

This usually means the laptop is on a different network, has a VPN turned on, or has an outdated printer entry. Check that both devices use the same Wi-Fi network, then remove and add the printer again on the laptop.

Do I need a new printer if it keeps saying offline?

Not usually. Offline messages are almost always connection or software problems rather than broken hardware. Work through the steps in this guide before thinking about a replacement.

Should I turn off my firewall to fix an offline printer?

No. Turning off your firewall is not a safe troubleshooting step. If you think security software is blocking the printer, check the security software’s help pages or the printer manufacturer’s support site for the right settings.