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. This guide covers Windows and macOS troubleshooting for network printers connected directly to the network, shared from a host PC, or managed through a print server.

Symptoms

• Printer not listed in “Printers & scanners”.
• “Printer is offline” message.
• Print jobs stuck in the queue.
• “Cannot connect to printer” error.
• Printer listed but shows “Offline” status despite being powered on.

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.
3. If you cannot print a configuration page, log in to your router’s admin page and check the DHCP client list or connected devices table to find the printer’s IP address.

Step 3: Add the printer manually (Windows)

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 package directly from the printer manufacturer’s support website and install it manually.

Step 3: Add the printer manually (macOS)

1. Click the Apple menu → System Settings → Printers & Scanners.
2. Click “Add Printer, Scanner, or Fax…”.
3. Select the IP tab and enter the printer’s IP address.
4. Choose the appropriate protocol and driver, then click “Add”.

Step 4: Check for printer sharing or print server setup

1. If the printer is connected to another computer via USB, ensure printer sharing is enabled on that host PC.
2. On the host PC, go to Settings → Bluetooth & devices → Printers & scanners, select the printer, and confirm “Share this printer” is turned on.
3. If your office uses a print server, add the printer using the server name or queue path provided by your IT administrator rather than the printer’s IP address.
4. On the client computer, add the shared printer by selecting “Select a shared printer by name” and entering the network path (e.g., \\PrintServer\PrinterName).

Step 5: 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 6: 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 7: Check “Use Printer Offline” setting

1. Press Win + I → Settings → Bluetooth & devices → Printers & scanners.
2. Select the affected printer and click “Printer properties” or “Open queue”.
3. In the printer window, look at the top menu bar and ensure “Use Printer Offline” is not selected.
4. If it is enabled, click it to toggle it off, then try printing again.

Step 8: 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).

Step 9: Add Windows Firewall exceptions for printer ports

1. Press Win + I → Privacy & security → Windows Security → Firewall & network protection.
2. Click “Allow an app through firewall” → “Change settings”.
3. Click “Allow another app…” and browse to your printing application or spooler executable.
4. Alternatively, click “Advanced settings” → “Inbound Rules” → “New Rule”.
5. Select “Port”, then “TCP”, and enter 9100, 631.
6. Select “Allow the connection”, apply to all profiles, name the rule (e.g., “Printer RAW and IPP”), and click “Finish”.

Step 10: 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 11: 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 or macOS did not automatically locate one.

Step 12: 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.
• Whether the printer is connected directly to the network, shared from a PC, or managed by a print server.

Still Having Issues?