Printer Offline? Fixes for Windows and Mac

When your printer shows “printer offline,” it almost always means your computer has lost track of it, not that the printer itself is broken. The usual culprits are a dropped Wi-Fi connection, a printer that landed on a different network, a changed network address, or a stuck setting or print job on the computer. Most fixes on Windows or a Mac need no new parts.

TL;DR

Turn the printer off, unplug it for 30 seconds, then restart your computer and router.
Confirm the printer and your computer are on the same Wi-Fi network name, not a guest network or a separate 5 GHz name.
On Windows, open the print queue, cancel stuck jobs, and make sure “Use Printer Offline” is unchecked.
Still offline? Remove the printer, add it back, and install the latest driver from the manufacturer.
On Windows, restarting the Print Spooler service clears many stubborn offline errors.

Why Your Printer Says Offline
Symptoms and Likely Causes
How to Fix a Printer That Says Offline
What Not to Do
When to Call a Professional
How to Prevent It
FAQ

Why Your Printer Says Offline

“Offline” is the status your computer assigns when the printer doesn’t answer. Either the printer is truly unreachable, or something on the computer is blocking the conversation.

The Printer Is Asleep, Off, or Showing an Error

A printer that’s in deep sleep, switched off at the power strip, or stopped by a jam, open cover, or empty cartridge can’t respond. Brother’s guide says to check the printer’s own screen for error messages before touching the computer.

A Loose Cable or Dropped Wi-Fi Connection

For USB printers, a loose cable or a hub is a common cause; Brother and Epson both recommend plugging straight into the computer. Wireless printers can drop off after a power outage, a router restart, or interference from microwaves, 2.4 GHz cordless phones, and big metal objects like filing cabinets.

The Printer Is on a Different Network or Wi-Fi Band

Your computer can only find a network printer on the same network. Microsoft notes this trips people up most in homes with extenders, extra access points, or several routers that each broadcast their own network name. A guest network is also a separate network name, so a printer that joined it won’t be visible from a laptop on your main Wi-Fi.

Wi-Fi bands cause a related problem. Many home printers only connect at 2.4 GHz, and Epson’s guide says to keep the printer within range of a 2.4 GHz signal and run a 5 GHz router in dual-band mode. If your router uses one name for both bands, Epson suggests giving each band its own name so you can see exactly which one the printer joined.

The Printer’s IP Address Changed

Your router hands out network addresses, called IP addresses, and can give the printer a new one after a restart or outage. If your computer saved the old address, it keeps knocking on the wrong door. Brother and Epson both suggest printing a network configuration page from the printer to check its current address.

A Setting, Stuck Job, or Driver Problem on the Computer

On Windows, a checked “Use Printer Offline” option, a paused printer, or a corrupt job sitting at the front of the queue can all hold things up. Windows may also have a duplicate copy of the printer, such as one labeled “(Copy 1),” that points nowhere. Brother says these copies often appear after you change USB ports or install the driver twice. An outdated or damaged driver can cause the same symptoms on both Windows and Mac.

Symptoms and Likely Causes

Symptom	Likely cause	DIY or pro?
Printer screen is blank or shows an error	Sleep mode, power, jam, or empty ink	DIY
Offline right after a power outage or new router	Printer lost Wi-Fi or got a new IP address	DIY
Phone can print but laptop can’t	Devices on different networks or bands	DIY
Printer won’t see your 5 GHz network at all	Printer supports 2.4 GHz only	DIY
Windows shows two copies of the printer	Duplicate driver or port	DIY
Jobs pile up in the queue and never print	Stuck job or Print Spooler problem	DIY
Offline on every computer, even over USB	Printer network board or hardware fault	Pro (manufacturer support)
Printer won’t power on at all	Power supply or internal failure	Pro (manufacturer support)

How to Fix a Printer That Says Offline

What you need: your computer, access to your router, a spare USB cable if you print over USB, your Wi-Fi password, and administrator access on your computer. Set aside 15 to 30 minutes.

Safety: unplug the printer before you reseat cables or reach inside to clear a jam. Don’t open covers beyond what the manual shows for jams and ink, and never pull apart the power supply.

Step 1: Check Power and the Printer’s Screen

Press a button to wake the printer and look for error messages. Clear any jam, close open covers, and replace empty cartridges. Then make sure the power cord is firmly in a working outlet and any power strip switch is on.

Step 2: Restart the Printer, Computer, and Router

Turn the printer off, unplug it, wait 30 seconds, then plug it back in and turn it on. HP also recommends restarting your computer and your internet router while the printer is off. On Windows, Canon specifically suggests choosing Restart rather than Shut Down, since a full restart refreshes more of the system.

Step 3: Check the Connection

For USB, reseat the cable at both ends, skip any hub, and try a different port or cable. For Wi-Fi, look for a lit wireless icon on the printer and run its built-in wireless test from the control panel menu. If the test reports a weak signal, move the printer closer to the router.

If other devices in your home also keep dropping off, the problem may be the network itself. Our guide to fixing slow Wi-Fi at home covers router placement and interference, which affect printers too.

Step 4: Put the Printer and Computer on the Same Network and Band

Print a network configuration or status page from the printer’s menu and note the network name it lists. Compare it with the network your computer is using. If the printer is on a guest network, an extender’s network, or a different band, reconnect it to your main network using its control panel or setup app.

If the printer can’t see your network, switch a 5 GHz-only router to dual-band mode, and consider splitting a shared band name so the printer can join the 2.4 GHz one. If the printer joins but still shows offline, Epson says a router “privacy separator” setting can block devices from reaching each other; your router’s manual shows how to turn it off.

Step 5: Turn Off “Use Printer Offline” and Clear the Queue (Windows)

Go to Start > Settings > Bluetooth & devices > Printers & scanners, select your printer, and choose Open print queue. Canon’s manual says to open the Printer menu in this window and make sure “Use Printer Offline” is not checked. If “Pause Printing” is checked, uncheck it too.

Next, cancel every pending job; in Windows 11, select the three-dot menu and choose Cancel all. If an option is grayed out, Brother notes you may need to open the queue as an administrator. Canceling clears all waiting jobs, so you’ll need to resend anything important.

Step 6: Resume the Queue and Check the Driver (Mac)

On a Mac, click the printer’s icon in the Dock to open its queue. Apple says to click Resume if the printer is paused, and to select and delete any job showing an error. Then open Apple menu > System Settings > Printers & Scanners, click the printer, and note the driver version so you can compare it with the newest one on the manufacturer’s site.

Step 7: Set the Correct Default Printer (Windows)

In Printers & scanners, select your printer and choose Set as default. If you don’t see that option, turn off “Let Windows manage my default printer” first. If you see two entries for the same printer, check each one’s status, keep the one that says Idle or Ready, and remove the duplicate.

Step 8: Restart the Print Spooler (Windows)

The Print Spooler is the Windows service that hands jobs to the printer, and it can freeze. Search “services” from the taskbar, open Services, right-click Print Spooler, and choose Restart. For a deeper reset, Microsoft says to stop the service, delete the files in %WINDIR%\system32\spool\PRINTERS, then start it again with Startup Type set to Automatic.

Step 9: Remove and Re-Add the Printer

Re-adding the printer forces your computer to find it again, which fixes most changed-address problems. On Windows, go to Printers & scanners, select the printer, choose Remove, confirm, then select Add device next to “Add a printer or scanner.” On a Mac, go to Printers & Scanners, click Add Printer, Scanner, or Fax, and give network printers a minute or two to appear.

If the Mac still can’t see it, Apple says you can add it by its IP address from the printer’s network status page. Once the new entry prints, delete the old one. On some ARM-based Windows PCs, Microsoft warns that manufacturer installers may not work, so use Add device instead.

Step 10: Update Drivers and Run the Maker’s Diagnostic Tool

Each major brand offers a free diagnostic tool. HP’s app has Diagnose & Fix, under the wrench icon on Windows or the printer dropdown in the Mac menu bar. Epson offers the Epson Printer Connection Checker for Windows, and Canon offers a Wi-Fi Connection Assistant.

Brother points owners to the full software package in the Downloads section of its support site. Whatever the brand, get drivers and printer software updates only from the manufacturer’s site, and if a fresh install doesn’t help, uninstall the driver completely and reinstall it.

Step 11: Reset the Printing System (Mac, Last Resort)

In Printers & Scanners, Control-click anywhere in the printer list and choose Reset Printing System. Apple warns that this removes every printer, finished job, and saved preset, so you’ll have to add each printer again afterward. Try it only after the steps above fail.

What Not to Do

Don’t download “printer fix” utilities from ads or search results. Use only tools from Microsoft, Apple, or your printer’s manufacturer.
Don’t keep sending the same job over and over. Each copy piles up in the queue and prints all at once later.
Don’t delete random files in Windows system folders. Only clear the spool PRINTERS folder, and only with the spooler stopped.
Don’t open the printer’s case or poke at circuit boards. Stick to the jam and ink access points shown in the manual.

When to Call a Professional

For printers, “a pro” means the manufacturer’s support line, a computer repair shop, or your workplace IT team. HP notes that reaching a live agent may require an active warranty. Reach out when you see any of these signs:

The printer shows offline on every computer, including over a direct USB cable.
The printer won’t power on, or its screen shows a hardware error code that the manual says needs service.
The printer can’t join any Wi-Fi network, even after a reset and a 2.4 GHz connection attempt.
You smell burning, see smoke, or hear grinding or clicking from inside. Unplug it right away.
The printer is on a managed office network where you can’t change router or computer settings.

How to Prevent It

Give the printer a steady home on your network. Keep it in range of the router, away from microwaves and metal furniture, and connected to your main network rather than a guest network or extender. If your router offers a way to reserve a fixed address for a device, reserving one for the printer keeps its IP address from changing after outages.

Check the manufacturer’s site or app every few months for driver and software updates. When you replace or reset your router, reconnect the printer right away, since it won’t move to a new network on its own. Avoid installing the driver twice, which can create duplicate printer entries.

FAQ

Why does my printer keep going offline?

Repeated drop-offs usually point to a weak Wi-Fi signal, interference, or an IP address that changes each time the router restarts. Move the printer closer to the router and away from microwaves and metal objects. Then remove and re-add the printer so your computer saves its current address.

How do I get my printer back online in Windows 11?

Restart the printer and PC, then open Settings > Bluetooth & devices > Printers & scanners and open the print queue. Cancel stuck jobs and make sure “Use Printer Offline” isn’t checked. Windows 11 also has an automated printer troubleshooter in the Get Help app.

Why does my Mac say my printer is offline?

Most often, the Mac and the printer are on different networks, or the printer’s address changed. Check that both are on the same Wi-Fi, then delete the printer in Printers & Scanners and add it again. Installing the latest driver from the manufacturer also helps.

Why is my printer offline when it’s connected to Wi-Fi?

The printer may be connected to a different network than your computer, such as a guest network or another band with its own name. A router privacy separator can also block devices from reaching each other. Print the printer’s network status page to see exactly which network it joined.

Can a printer connect to 5 GHz Wi-Fi?

Some newer models can, but many home printers only connect at 2.4 GHz. Check your manual or the manufacturer’s spec page. If yours is 2.4 GHz only, run your router in dual-band mode so the printer can join the 2.4 GHz band.

Printer Says Offline? How to Fix It on Windows and Mac