Printer not showing on network

Summary

This guide helps you troubleshoot and resolve: Printer not showing on network. Follow the steps below to fix the issue.

Common Causes

Problem

Your network printer doesn't appear in the printer list, or you can't print to it from your computer.

Symptoms

• Printer not listed in “Printers & scanners”.
• “Printer is offline” message.
• Print jobs stuck in the queue.
• “Cannot connect to printer” error.

Solutions

Step 1: Check the printer

1. Ensure the printer is powered on.
2. Check the display for errors such as paper jam, low ink, or other alerts.
3. Confirm there is paper in the tray.
4. Verify the printer is connected to the network – look for a lit Ethernet or Wi‑Fi indicator.

Step 2: Find the printer’s IP address

1. Print a configuration or network status page from the printer (refer to the printer manual).
2. Locate the IPv4 address (e.g., 192.168.1.100) and note it down.

Step 3: Add the printer manually

1. Press Win + I → Settings → Bluetooth & devices → Printers & scanners (Windows 10: Settings → Devices → Printers & scanners).
2. Click “Add device” and wait 15–20 seconds.
3. If the printer appears, select it and follow the prompts.
4. If it does not appear, click “Add manually”.
5. Select “Add a printer using a TCP/IP address or hostname”.
6. Enter the printer’s IP address noted in Step 2.
7. Click “Next”. Windows will attempt to locate the driver.
8. If Windows cannot find a driver, download the latest driver from the manufacturer’s website or follow the How to update Windows article for driver installation.

Step 4: Run the printer troubleshooter

1. Press Win + I → System → Troubleshoot → Other troubleshooters (Windows 10: Settings → Update & Security → Troubleshoot → Additional troubleshooters).
2. Find “Printer” and click “Run”.
3. Follow the on‑screen instructions.

Step 5: Restart the Print Spooler and clear the spool folder

1. Press Win + R, type services.msc, and press Enter.
2. Locate “Print Spooler” in the list.
3. Right‑click and select “Stop”.
4. Open File Explorer and navigate to %windir%\System32\spool\PRINTERS. Delete any files in this folder.
5. Return to the Services window, right‑click “Print Spooler” and select “Start”.
6. Attempt to print again.

Step 6: Verify network connectivity

1. Confirm you are connected to the company network. If you are working remotely, ensure you are connected to the company VPN or have a stable remote connection.
2. Open a Command Prompt (Win + R, type cmd, Enter) and ping the printer’s IP address:

   ping 192.168.1.100

   • If the ping fails, the printer is not reachable on the network.
3. Make sure your PC and the printer are on the same subnet/VLAN. If the printer uses a static IP, verify that the address is reserved in DHCP to avoid conflicts.
4. Check that no firewall or network ACL is blocking ports 9100 (RAW) or 631 (IPP). You may need to add an exception for the printer’s IP address.

Step 7: Reinstall the printer

1. Open Settings → Bluetooth & devices → Printers & scanners (or the Windows 10 path).
2. Select the problematic printer and click “Remove device”.
3. Restart your computer.
4. Follow Step 3 to add the printer again.

Step 8: Update firmware and drivers

1. Visit the printer manufacturer’s support site.
2. Download and install the latest firmware for your printer model.
3. Install the latest driver package if Windows did not automatically locate one.

Step 9: Check for duplicate IP addresses

Common network printer naming conventions

In many offices printers are named by:

• Floor or location – e.g., “2nd‑Floor‑Printer” or “HR‑Printer”.
• Brand and model – e.g., “HP‑M507” or “Canon‑Office”.
• Department – e.g., “Marketing‑Printer” or “Finance‑Printer”.

Need more help?

If the issue persists, please Open a Ticket and provide:

• The printer name or IP address.
• Any error messages displayed.
• Your location or office floor.

Still Having Issues?