Printer Offline or Not Detected: How to Reconnect It

01Key takeaway

A printer offline message means your computer can’t talk to the printer right now. Work from the printer outward: make sure it is on and ready, confirm it is connected to the same network (a network status page tells you), then check your computer isn’t set to use the printer offline or pointing at an old copy of it. Removing and re-adding the printer fixes many stubborn cases.

02Terms used in this guide

• Offline: the status your computer shows when it can’t communicate with the printer.
• Network status page: a page the printer prints showing whether it is connected, the network name and its IP address.
• Print queue: the list of jobs waiting for a printer, with settings such as “Pause printing”.
• IP address: the printer’s address on your network, which can change after a router restart.
• Sleep mode: a low-power state; most printers wake when a job arrives, but some network settings can interfere.

03Quick checks at the printer

Start with the simplest causes. They solve a surprising number of offline problems.

1. Is it on and awake? Press a button or touch the screen to wake it. If it is off, turn it on and wait until it is ready.
2. Any messages? Paper out, open cover, jam or supply warnings can stop a printer accepting jobs. Clear them first. Look up any message you don’t understand in the manual.
3. Restart it. Turn the printer off with its power button, wait about a minute, then turn it on.
4. Check the connection light. On a wireless printer, a steady Wi-Fi light usually means connected; a blinking or off light usually means not. Light meanings vary, so check the manual.
5. Print a network status page from the settings menu.

What does the status page say? If it shows not connected, the printer has lost the network; go to the network checks. If it shows connected with an IP address, the problem is more likely on the computer.

04Network checks

If you recently replaced your router or changed your Wi-Fi password, follow reconnecting a printer after a router change. For a fresh wireless setup, see connecting a printer to Wi-Fi. For USB printers, try a different cable and port, connecting directly to the computer rather than through a hub.

A quick restart of the router can also help if several devices are having trouble. Restart it, wait until the internet is working again, then restart the printer.

05Fixes on a Windows computer

1. Open the printer’s page. Select Start, then Settings, then Bluetooth & devices, then Printers & scanners, and select your printer.
2. Open the print queue. Choose the option to open the print queue.
3. Clear offline and pause settings. In the queue window’s Printer menu, make sure “Use Printer Offline” and “Pause Printing” are not checked.
4. Cancel stuck jobs. A failed job can block the queue; cancel it and try again. Our guide to jobs stuck in the queue has more detail.
5. Run the troubleshooter if offered. Windows may offer a printer troubleshooter or the Get Help app from the printer’s page, which can find common issues.
6. Remove and re-add the printer. On the printer’s page, choose Remove, restart the computer, then add it again from Printers & scanners.

You should see: the status change to Idle or Ready, and a test page print.

06Fixes on a Mac

1. Check the printer list. Open System Settings, then Printers & Scanners, and look at the printer’s status.
2. Open the print queue by selecting the printer and opening its queue, or from the printer icon in the Dock while a job is waiting. If printing is paused, resume it.
3. Delete stuck jobs and try a new print.
4. Remove and re-add the printer. Select it, click the remove (minus) button, then click Add Printer, Scanner or Fax and add it again.
5. Reset only as a last resort. macOS can reset the printing system, which removes all printers and jobs. Apple’s printing problems guide explains it; you will need to add printers again afterwards.

07Keep it from going offline

• Keep the printer within good Wi-Fi range, or use an Ethernet cable if it has a port and can sit near the router.
• Use your main network, not a guest network or extender with a different name.
• Reserve an IP address for the printer in your router’s settings if available, so the address doesn’t change.
• Install firmware updates from the manufacturer; they sometimes improve wireless reliability.

08When to get more help

Contact the manufacturer’s support if the printer can’t join any network after a reset and a fresh wireless setup, shows a hardware or wireless error, or goes offline repeatedly even close to the router. Have the model, serial number and a network status page ready. If your computer is managed by work or school, its IT team may need to add or approve the printer. Keep your security software switched on throughout; if you suspect it is blocking printing, check the security software’s own help pages or the manufacturer’s support rather than switching protection off.

09Common questions

Why does my printer keep going offline?

Weak Wi-Fi, a changing IP address, a sleep setting or an old printer entry on the computer are common causes. Work through the network checks above and consider reserving an IP address.

The printer prints its own test page but my computer says offline. Why?

The printer works, but the computer can’t reach it. Check both are on the same network, clear any offline setting in the queue, and remove and re-add the printer.

Do I need to reinstall the driver?

Usually not. Re-adding the printer is often enough. If it still fails, install the current driver from Windows Update or the manufacturer’s support site.

Can a firewall make a printer show offline?

Security software can occasionally affect network printing. Don’t switch protection off; check the security software’s help pages or ask the printer manufacturer how to allow its printing software.