Printer Offline? How to Get It Back Online

1What this lesson covers

When your computer says the printer is offline, it means the computer can’t reach the printer right now, even if the printer looks fine. This lesson helps you fix a printer offline status on Windows or Mac. You’ll check power and the connection first, then the computer’s settings, and finally remove and re-add the printer if needed. Most offline problems are solved in the first few steps.

2Before you start

Note what the printer’s own screen or lights show. A paper jam, an open door or an empty cartridge can make the computer report “offline” or “error”, and fixing that on the printer solves it.

Also think about what changed: a new router or Wi-Fi password, a computer update, or the printer being moved. If the network changed, printer not found on Wi-Fi is the better lesson to follow.

3Check the printer and its connection

1. Make sure the printer is on and awake. Press a button or touch the screen. Some printers go into deep sleep and take a moment to rejoin the network. You should see: a home screen or ready light, with no error message.
2. Clear any message on the printer. Close doors, reload paper or replace an empty cartridge as the screen asks.
3. Check the connection type. For USB, reseat the cable at both ends and try another port. For Ethernet, check both ends of the cable and that the port light is on. For Wi-Fi, check the Wi-Fi symbol on the printer is steady, not blinking or crossed out.
4. Print a network configuration report (wireless and Ethernet printers) from the printer’s menu. You should see: “Connected” and the same network name your computer uses.
5. Make sure the computer is on the same network. A laptop on a guest network or phone hotspot can’t see the printer.

4Fix the offline status on your computer

On Windows

1. Open the printer’s page. Go to Settings, Bluetooth & devices, Printers & scanners (Windows 10: Devices, Printers & scanners) and select your printer.
2. Open the print queue. Select Open print queue (Windows 10: Open queue).
3. Check offline mode. If the queue window has a Printer menu, open it and make sure Use Printer Offline isn’t ticked, and that Pause Printing isn’t ticked either.
4. Cancel stuck jobs. A failed job can hold the printer in an error state. Right-click jobs and choose Cancel. See printer not printing if they won’t clear.
5. Use Windows’ built-in troubleshooting. Microsoft’s help page describes the printer troubleshooter in the Get Help app. Run it and follow its suggestions.
6. Check the right printer is selected. If you see two copies of your printer, try printing to the other one; it may be the copy that matches the current connection.

On a Mac

1. Open Printers & Scanners in System Settings (or System Preferences).
2. Select the printer and open the print queue (Printer Queue or Open Print Queue).
3. Resume the printer if it’s paused, and delete stuck jobs.
4. Check for macOS updates, which can include printer software from Apple.

5Remove and add the printer again

If it’s still offline, the computer may be pointing at an old address or using a broken driver entry.

1. Remove the printer from Printers & scanners (Windows) or Printers & Scanners (Mac).
2. Restart the computer.
3. Add the printer again, choosing it from the list or by IP address. You should see: status Ready or Idle.
4. If the driver seems to be the problem, follow update, remove or reinstall a printer driver.

6Check that it worked

Look at the printer’s status in your computer’s settings. You should see: Ready, Idle or similar, not Offline. Print a test page, then check again later in the day or after the computer wakes from sleep, since some problems only appear after sleep.

7Troubleshooting

• It goes offline every time the computer sleeps. Wake both devices fully before printing. A stronger Wi-Fi signal near the printer often helps.
• It goes offline after a router restart. The printer’s network address may have changed. Re-add it by discovery rather than a fixed IP address, or ask your router’s administrator about an address reservation.
• Only one computer sees it offline. That computer’s network or printer entry is the problem. Check its network name, then remove and re-add the printer there.
• USB printer offline. Try a different cable and port, and avoid USB hubs.

8When to get more help

If the printer’s own screen shows a network or hardware error, can’t connect to any network, or goes offline even when connected by USB, contact the manufacturer’s support for your model. For Windows or macOS problems that affect other devices too, use Microsoft’s or Apple’s support pages. In offices, the network administrator should check the network and printer settings.

9FAQ

Why does my printer say offline when it’s on?

The computer can’t reach it. Usually the printer has dropped off the network, the computer is on a different network, offline mode is turned on, or a stuck job is blocking it.

Does “offline” mean my printer is broken?

Rarely. It’s almost always a connection or settings problem that the steps above can fix.

Should I set a fixed IP address for my printer?

It can help in some homes and offices, but it’s set up in the router or the printer’s network settings and depends on your equipment. If you’re unsure, use automatic discovery and ask whoever manages the network.

Can a Windows update make my printer go offline?

Occasionally an update affects drivers. Restart, check Windows Update for further updates, and reinstall the driver if the printer stays offline.