Printer Offline? How to Get It Back Online

01Quick answer

“Printer offline” means your computer can’t currently talk to the printer. The cause is usually simple: the printer is asleep or switched off, it has dropped off Wi-Fi, a USB cable is loose, or Windows has been set to use the printer offline. Start by restarting the printer and checking its connection, then clear any stuck jobs. This guide is for anyone whose printer was working and now shows as offline on Windows or a Mac.

02Before you start

• Look at the printer itself. Note any message on its screen or blinking lights; they often explain the problem directly.
• Check whether other devices can print. If a phone can print but your laptop can’t, the problem is on the laptop. If nothing can print, start with the printer and the network.
• Make sure the computer is on your normal Wi-Fi, not a guest network or a phone hotspot.

03Why this happens

Usually simple to fix:

• The printer is switched off, in a deep sleep mode, or showing an error such as a paper jam or empty tray.
• A wireless printer has lost its Wi-Fi connection, often after a router restart or a change of Wi-Fi password.
• A USB cable has come loose or is plugged into a different port.
• Windows has the “Use Printer Offline” option ticked in the print queue, or printing is paused.
• A stuck document is blocking the print queue (the list of jobs waiting to print).
• The printer’s network address changed, and the computer is still looking for the old one.

Needs the manufacturer or a repair service:

• The printer won’t power on, or shows a hardware fault that a restart doesn’t clear.
• The printer can’t join any network even after its wireless settings are reset as the manual describes.

04Check the printer and its connection

1. Restart the printer. Switch it off with its power button, wait a minute, then switch it on and let it finish starting.

   Is it online now? Try printing. If it works, the printer was probably asleep or had a temporary glitch.

2. Clear any error on the printer. Load paper, close covers and clear jams. Our paper jam guide shows how to do that safely.
3. For a USB printer, unplug the cable at both ends and plug it back in firmly, directly into the computer rather than a hub.
4. For a wireless printer, check its Wi-Fi light or wireless menu. If it isn’t connected, rejoin your network using our guide to connecting a printer to Wi-Fi.
5. Restart the router and the computer if the printer shows as connected but the computer still says offline.

05Fix the offline status on your computer

On Windows 10 or 11

1. Open Settings, then the Printers & scanners page (under Bluetooth & devices on Windows 11, or Devices on Windows 10). Select your printer.
2. Open the print queue. On Windows 11 this is Open print queue; on Windows 10, select Open queue.
3. In the queue window, open the Printer menu. If Use Printer Offline or Pause Printing is ticked, select it to untick it.

   What you should see: the status changes from offline or paused to ready. Try printing again.

4. If documents are stuck in the list, cancel them all. Our stuck print queue guide covers what to do if they won’t cancel.
5. Run the printer troubleshooter if your version of Windows offers one from the printer’s settings page or the Get Help app, and follow its suggestions.

On a Mac

1. Open System Settings (or System Preferences), then Printers & Scanners, and select your printer.
2. Open the print queue. If the printer is paused, choose Resume.
3. Delete any stuck jobs in the queue and try printing a short document.
4. If it’s still offline, remove the printer from the list, then add it again so macOS finds its current network address.

06Common mistakes to avoid

• Reinstalling drivers before checking that the printer is switched on, has paper and is connected.
• Leaving the computer on a guest Wi-Fi network while the printer is on the main one.
• Adding a second copy of the printer instead of fixing the original, which leaves you with two entries and confusion over which one works.
• Turning off firewall or security software to “test” the connection. Keep your protection on.

07If it still doesn’t work

If the printer stays offline on every device after restarts and a fresh Wi-Fi connection, remove the printer from your computer and add it again. If that fails, the driver may be damaged; our guide to removing and reinstalling a printer driver walks through a clean reinstall.

When the printer itself shows a fault, won’t join any network, or won’t switch on, contact the manufacturer through its official support website. Have the model name, serial number, any message shown on the printer and the operating system you use.

08The short version

Restart the printer and confirm it is connected by cable or Wi-Fi, then clear “Use Printer Offline”, pause settings and stuck jobs on the computer. Re-adding the printer refreshes its connection when its network address has changed.

09FAQ

Why does my printer keep going offline?

Common reasons are deep sleep settings, a weak Wi-Fi signal where the printer sits, or the router giving the printer a different network address. Moving the printer closer to the router and keeping its software up to date often helps. Some printers let you adjust sleep settings in their menu.

My printer is on, so why does Windows say it’s offline?

Windows shows offline whenever it can’t reach the printer. The printer may be connected to a different network, the USB connection may have dropped, or the “Use Printer Offline” option may be ticked in the queue.

Will reinstalling the printer delete my documents?

No. Removing and re-adding a printer only removes the printer entry and any jobs waiting in its queue. Your documents stay where they are saved.