How to fix a printer that is offline or not responding on Windows 10/11 and macOS

Summary

This guide helps you troubleshoot and resolve: How to fix a printer that is offline or not responding on Windows 10/11 and macOS. Follow the steps below to fix the issue.

Common Causes

When your printer shows as Offline or Not Responding, it usually means your computer cannot communicate with the printer over your network or USB connection. The cause is often something simple — a disconnected cable, a stalled print queue, an outdated driver, or a setting that has changed after an update. This guide walks you through the most effective fixes for both Windows 10/11 and macOS devices, starting with the quickest checks and moving into more detailed troubleshooting.

Quick Fix Steps

Try these steps first — they resolve the majority of printer offline issues:

1. Confirm the printer is powered on and has paper and toner or ink.
2. Restart the printer, your computer, and your router or modem.
3. Check the USB or network cable if using a wired connection, or confirm Wi-Fi is connected if wireless.
4. Cancel all documents in the print queue, then try printing again.

Detailed Instructions

Windows 10 and Windows 11

Run the Built-in Printer Troubleshooter

1. Open Settings by pressing Windows + I.
2. Go to System > Troubleshoot > Other troubleshooters.
3. Locate Printer and click Run.
4. Follow the prompts and apply any recommended fixes.

Set the Printer as Online and Set as Default

1. Open Control Panel > Devices and Printers.
2. Right-click your printer and ensure Use Printer Offline is not ticked.
3. Right-click again and select Set as default printer.

Clear the Print Queue

1. Open Services by pressing Windows + R, typing services.msc, and pressing Enter.
2. Find Print Spooler, right-click it, and choose Stop.
3. Press Windows + R, type %windir%\System32\spool\PRINTERS, and press Enter.
4. Delete every file inside the opened folder.
5. Return to Services, right-click Print Spooler, and choose Start.

Reinstall the Printer Driver

1. Open Settings > Bluetooth & devices > Printers & scanners.
2. Click your printer, then select Remove.
3. Click Add device and let Windows detect the printer again.
4. If the printer is not detected, download the latest driver from the manufacturer's website and install it manually.

macOS

Reset the Printing System

1. Click the Apple menu > System Settings > Printers & Scanners.
2. Right-click (or Control-click) in the printer list and choose Reset printing system.
3. Confirm and re-add your printer using the Add Printer, Scanner, or Fax button.

Clear Stuck Print Jobs

1. Open System Settings > Printers & Scanners.
2. Select your printer and click Open Print Queue.
3. Select all jobs and click the Delete button or press Command + A then the delete key.

Reinstall the Printer

1. Open System Settings > Printers & Scanners.
2. Select your printer and click the Remove button.
3. Click Add Printer, Scanner, or Fax and follow the prompts.
4. If your printer does not appear, visit the manufacturer's website and download the latest macOS driver.

Troubleshooting

Network Printer Not Found

• Confirm the printer has a valid IP address by printing a network configuration page from the printer's control panel.
• Ping the printer's IP address from your computer using ping [IP address] in Command Prompt or Terminal.
• Assign a static IP address to the printer through your router's admin page so its address does not change.
• Check that firewall or antivirus software is not blocking printer communication on ports 9100, 515, or 631.

Printer Connects but Will Not Print

• Print a test page directly from the printer to confirm the hardware is working.
• Try printing from a different application to rule out software-specific issues.
• Confirm the correct paper size and type is loaded in the tray you have selected.
• Check for firmware updates on the printer manufacturer's website.

USB Printer Not Recognised

• Try a different USB cable and a different port on your computer.
• Test the printer on another computer to confirm the printer itself is functional.
• Avoid USB hubs — connect the printer directly to the computer.
• On Windows, check Device Manager for any entries under Universal Serial Bus controllers with a yellow warning icon.

Recent Windows or macOS Update Caused the Issue

Major operating system updates can reset printer configurations or remove older drivers. After a major update:

1. Re-add the printer using the steps above.
2. Install the latest driver from the printer manufacturer's support site.
3. Restart the computer once more after the driver is installed.

Still Having Issues?