Is your printer going offline without any apparent reason? It’s possible to fix this problem by yourself if your printer suddenly stops responding. This is something you can do yourself, even without technical knowledge.
We have compiled a comprehensive guide that will help you if you don’t know-how. Let’s start by looking at what the problem is and how it occurs.
Why does my printer say offline when it isn’t?
The computer or PC “thinks” your printer is offline when it is online and ready for printing. This happens when your printer and device are incompatible. Sometimes, however, the problem can be caused by a bad cable connection or paper jam.
An offline printer issue could also be a problem with the internal setup of your printer or computer. This can depend on the printer you use and whether your computer is a Windows PC, Mac, or both. Let’s look at the various solutions that you have to use if your printer stops responding.
How to Troubleshoot an Offline Printer Issue: The Basic Steps
You may have forgotten to turn your printer on. These are the three steps you can use to fix an offline printer issue directly from your printer device.
Step 1: Verify that your printer is available
- If your printer is not able to communicate or turned on, it may be offline. Check if the printer is ready to print and able to communicate with another device.
- Verify that the printer is not in sleep mode or on its last turn. To turn the printer on again or to wake it up, press the Power button.
- Make sure that you have paper in the input tray. Also, make sure that the right ink and toner cartridges are being used. For example, a Canon Pixma MG3620 can go offline if it isn’t using PG-240 or CL-241 ink cartridges.
- The control panel of the printer must not flash lights or display error messages.
- To determine if the problem has been resolved, restart your printer.
Step 2: Make sure that your printer is connected properly
Attach the USB or Ethernet cable to both ends of your printer’s USB/Ethernet cord. To determine if your current cord is defective, you can use another USB or Ethernet cable. If the other cord is working, it’s likely that you have been using a defective cord.
Wireless printers must be connected to your Wi-Fi network. Let’s say your printer is able to work with your PC or computer via a cable connection. If that happens, your network connection may be faulty. my printer shows offline You can find our guide “How to Setup a Wireless Printer on Windows and Mac” here.
Step 3: Perform a Printer Power Cycle
- To turn off your printer completely, press the power button.
- Allow the printer to cool down for 30 seconds before you re-plug it.
- Conduct a test print to see if the printer is working properly this time around
How can I fix my printer that isn’t responding? (Windows)
The printer might not respond because it isn’t communicating with Windows. To troubleshoot an offline printer problem, follow the steps below.
1. Set your printer as the default option
Click on the Start button, then go to Settings > Devices> Printers & Scanners. Click on the Open Queue button to open the queue. Click Printer to set the default printer. Clear Pause Printing and Use Printer offline if they have been selected. After the message “Windows will cease managing your default printer for You” appears, click Ok.
2. Clear Print queue
Click on the Start button, then go to Settings > Devices> Printers & Scanners. Click on the Open queue button to select the printer you want. Click on the Document Name to open any of the documents. Click Cancel and go to Document.
3. Restart Print Spooler Service
Enter the word “services” into the search box located near the Start button. Click on the Services link in the search results. Click on Print Spooler and locate it by right-clicking.
4. Re-Add your printer to your PC
Click the Start button, then go to Settings > Devices> Printers & Scanners. Select your printer from the list, click on Remove device, and then click Yes. Click on Printers & scanners to return to the main page. Next, follow the instructions on the screen to add your printer.
5. Start your Windows PC
Restarting Windows will allow you to refresh the services and components necessary for proper communication between your printer (and your PC)
How can I get my printer to stop being off-line? (Mac)
This article will show you how to troubleshoot an issue with an offline printer on a Windows computer. You will now learn how to do this with a Mac computer.
1. Ensure that your printer is connected properly
First, ensure that your Mac computer and printer have a solid connection. This can be done in two ways. It will depend on the type of connection you have, wired (USB), or wireless.
2. Check USB Connection
- Turn on the printer, then wait 5 seconds before proceeding.
- Remove the USB cord from your printer
- Turn on your printer. After it has finished printing your queued documents, turn off the printer and let it go.
- After five seconds, connect the USB cable back to your printer. It must be securely attached to the printer.
- Allow the printer to finish printing if it starts.
- To test if the printer is working properly, print a test page.
3. Perform a Printer Power Cycle.
- Start your printer again and wait until it turns off before you move on to the next step.
- If your printer does not respond, you can try restarting it by unplugging its power cable.
- Allow the router to cool down for 10 seconds before plugging it back in.
- Allow the router’s connection to the internet to begin. Wait for connectivity to appear before you can continue.
- Restart your Mac computer.
- Click on the Apple icon > Preferences> Printers and Scanners
- If your printer is listed in the list, you know it’s connected to the Mac.
4. Removing redundant printers from Mac
Take out any redundant printers from the list. The one that is displayed as idle should be kept. If a green highlight indicates that a printer has reached Idle status, you will be able to tell. These are the next steps:
- Access the printer list by going to Printers and Scanners
- You can delete the duplicate printers. To remove an entry, go over each one.
- Assign the default printer option to the idle printer.
- To test the printer’s responsiveness, print a test page.
5. Reset the printing system
Restarting a printing system removes any error statuses by deleting all printers, print jobs, and printer preferences.
- Click on the Apple menu to select System Preferences > Printer & Fax > Scan or Printers & Scans.
- Click anywhere in the Printers window to right-click and select the Reset printing method.
- Click Reset under the confirmation window.
- Enter the Administrator password and click OK to confirm the reset of the Printing system.
If these steps fail to resolve the printer offline error then you might need advanced troubleshooting. This is the time to call a printer technician for expert help.