Few printer problems are more frustrating than seeing the words “Printer Offline” when the printer is sitting right next to you, switched on and apparently ready to go.
The good news is that an offline printer does not necessarily mean there is anything seriously wrong with it. In many cases, the problem is caused by a lost Wi-Fi connection, a paused print queue, an incorrect printer setting, or a temporary communication issue between your computer and printer.
In this guide, we explain some of the most common reasons why a printer appears offline and the steps you can try to get it printing again.
Why Does My Printer Say Offline?
When your computer describes a printer as “offline”, it usually means it cannot communicate with it.
That can happen even when the printer itself is powered on.
Common causes include:
- The wrong printer driver being selected in the print dialogue box (most common)
- A lost Wi-Fi or network connection
- The printer being set to “Use Printer Offline”
- A stuck print job
- An outdated or damaged printer driver
- A temporary problem with the printer or computer
- A USB cable becoming disconnected
- The printer connecting to a different Wi-Fi network
Before assuming your printer is broken: work through the checks below. Many “Printer Offline” errors can be resolved without replacing or repairing the printer.
Check That the Printer Is Properly Switched On
It sounds obvious, but start with the basics.
Check that the printer is fully powered on rather than in the middle of starting up, shutting down or displaying an error message.
Look at the printer's screen or control panel for warnings relating to:
- Paper jams
- An open cover or tray
- Low or empty ink cartridges
- Low or empty toner cartridges
- Cartridge errors
- No paper
- Network problems
If the printer is displaying an error, resolve that first. A printer may appear offline to your computer simply because it is waiting for another problem to be corrected.
Make Sure You Have Selected the Correct Printer Driver
This is by far the biggest reason a printer shows as offline when it is infact switched on. It is surprisingly easy to send a document to the wrong printer 'driver'. If you have your printer connected via USB, I'd expect the correct driver name would be for example 'Canon MG5700'. However, if you're wanting to print wirelessly, you should also have a driver named 'Canon MG5700 WS'. Selecting the wireless driver when printing via USB, or selecting the USB driver when printing wirelessly is the biggest reason we see that the printer shows offline.
Alternatively, if you've re-installed your printer, you may see (copy 1) after the printer name and a version without (copy 1) - In this instance, (copy 1) nearly always supercedes the old version without (copy 1). If in any doubt, or if it gets confusing, simply delete both instances in Windows Printer Settings and ask the computer to re-detect any printers. This should install just 1 device as it was originally.
Your computer may have several similar printer entries saved, particularly if the printer has been reinstalled in the past.
You might see entries such as:
- Your normal printer
- The same printer but marked “WS”
- The same printer but marked “Copy 1”
- An old operating system driver of the printer
- A USB version AND a Wireless version (WS)
- A cabled network version
- Microsoft Print to PDF
- A former Printer driver you no longer own (this can be deleted to avoid confusion)
When printing, always check that the correct printer driver is selected in the print dialogue box.
If you regularly use one printer, setting it as your default printer may also help prevent this problem.
Check the Printer's Wi-Fi Connection
If you have a wireless printer, make sure it is still connected to your Wi-Fi network.
You can normally check this using the printer's control panel. Look for a Wi-Fi or network symbol and check whether the printer reports that it is connected.
Some printers can also produce a network status or wireless test page.
If the printer has lost its connection, reconnect it using the printer's wireless setup menu.
Important: make sure your computer and printer are connected to the same Wi-Fi network.
For example, your laptop could be connected to your main home Wi-Fi while the printer is connected to a guest network or different router.
Restart Your Router
If the printer appears to be connected to Wi-Fi but your devices still cannot communicate with it, the router may be the problem.
Restarting your router can refresh the network connection.
After the router has restarted, give the printer a few minutes to reconnect before trying to print again.
Remember: restarting your router will temporarily disconnect other devices in your home or office.
Restart the Printer and Computer
A restart can resolve temporary communication problems surprisingly often.
Turn the printer off, wait around 30 seconds, and switch it back on.
It is also worth restarting the computer, laptop, phone or tablet you are trying to print from.
Once both devices have restarted, try printing a simple document again.
Check That “Use Printer Offline” Is Not Enabled
On some Windows computers, a printer can accidentally be placed into offline mode.
Open your printer settings or print queue and look for an option called “Use Printer Offline”.
If it is selected, turn it off.
You should also check whether the printer has been paused. A paused printer will hold print jobs in the queue rather than sending them to the printer.
Clear Any Stuck Print Jobs
A failed print job can occasionally prevent everything behind it from printing.
Open the printer's print queue and look for documents that are stuck, paused or showing an error.
Cancel the affected jobs and then try printing again.
If a job refuses to disappear, restart the printer and computer before checking the queue again.
Once the queue is clear, send a small test document rather than a large file.
Check the USB or Ethernet Cable
Not every offline printer problem involves Wi-Fi.
If your printer connects using a USB cable, check that the cable is securely connected to both the printer and computer.
If possible, try:
- Disconnecting and reconnecting the cable
- Using a different USB port
- Testing another cable
For network printers connected by Ethernet, check the network cable at both the printer and router or network switch.
A damaged or loose cable can cause the printer to appear offline even though it is switched on.
Remove and Reinstall the Printer
If your computer still cannot communicate with the printer, removing and adding it again can sometimes restore the connection.
Before doing this, make a note of your printer's exact model number.
Then remove the printer from your computer's printer settings and add it again.
For wireless printers, make sure the printer is connected to the network before attempting to reinstall it.
Update or Reinstall the Printer Driver
A printer driver is the software that allows your computer to communicate with your printer.
If the driver is outdated, corrupted or incorrectly installed, the printer may repeatedly show as offline.
Visit the printer manufacturer's official support website and search for your exact printer model.
Manufacturers including HP, Canon, Epson and Brother normally provide drivers and setup software for supported printers.
Install the appropriate software for your computer and operating system, then restart the computer and try printing again.
Why Does My Printer Keep Going Offline?
If the problem repeatedly comes back, there may be an underlying network issue.
Wireless printers can sometimes lose their connection because:
- The Wi-Fi signal is weak
- The printer is too far from the router
- The router frequently assigns the printer a new network address
- The printer enters a deep sleep mode
- There is interference from other wireless equipment
- Your home has multiple Wi-Fi networks or extenders
Moving the printer closer to the router may improve reliability.
For offices or environments where reliable printing is particularly important, a wired Ethernet connection may also be worth considering if the printer supports it.
Can Low Ink or Toner Make a Printer Appear Offline?
Usually, low ink or toner alone should not cause a printer to become genuinely offline.
However, some printers may stop printing when they detect an empty cartridge, cartridge error or another consumable-related problem.
Check Your Printer for Cartridge Warnings
Look at the printer's display for messages such as:
- Replace cartridge
- Ink cartridge not recognised
- Toner empty
- Replace drum
- Cartridge error
If the printer is showing one of these messages, you may need to replace a cartridge or another consumable before it will print normally again.
Search for your exact printer model using the INKredible website search to see the ink cartridges, toner cartridges and other consumables specifically compatible with your printer. Searching by the exact model number helps avoid accidentally ordering a cartridge designed for a similar-looking printer.
What If the Printer Is Online but Still Won't Print?
If the offline message has disappeared but nothing is printing, check the following:
- There is paper in the tray
- There are no paper jams
- The ink or toner cartridges are installed correctly
- No cartridge is reporting an error
- The printer is not paused
- There are no stuck documents in the print queue
It can also be useful to print a test page directly from the printer's control panel.
If the printer can produce its own test page but cannot print from your computer, the problem is more likely to involve the computer, network or printer software rather than the printer mechanism itself.
Frequently Asked Questions About Offline Printers
It is imperitive to ensure you're selecting the correct USB or Wireless version of the printer driver when trying to print, depending on the method you are using to print. If printing wirelessly, look our for the driver with WS at the end. If this isn't in the list, you may need to search in Printer Settings on your PC for new wireless printers, ensuring it is connected to the network first.
The printer may be connected to Wi-Fi but not communicating correctly with your computer. Check that both devices are on the same network, restart the printer and router, and make sure the correct printer is selected on your computer.
Check that the printer is switched on and connected, then open your printer settings and make sure options such as “Use Printer Offline” or “Pause Printing” are disabled. Clearing the print queue and restarting the printer can also help.
A wireless printer can stop working after a router restart, Wi-Fi password change, network interruption or software update. Check the printer's network connection and reconnect it to Wi-Fi if necessary.
Reinstalling the printer can help if simpler troubleshooting steps have failed. It may refresh the printer connection and reinstall the appropriate driver.
Not necessarily. In many cases, “offline” simply means the computer cannot currently communicate with the printer. Network, software and connection problems are much more common than serious hardware faults.
Getting Your Printer Back Online
An offline printer can look like a major problem, but the cause is often relatively simple.
Your printer may actually be online, but you're selecting a printer driver that is incorrect, and this will show offline.
After checking you're sending the print job to the correct printer driver, continue by checking the printer itself, then work through its connection, print queue and computer settings. Restarting the printer, confirming the Wi-Fi connection and clearing stuck print jobs will solve many common cases.
If your printer is back online but now needs replacement ink or toner, use the INKredible website search and enter your exact printer model. This will help you find cartridges specifically suitable for your printer and reduce the risk of ordering the wrong product.