Fix Printer Offline Issue on Windows 11/10

A printer may show as offline in Windows 11 or Windows 10 even when it is powered on and connected to the computer or network. When Windows considers a printer offline, documents may remain in the print queue instead of being sent to the printer.

The problem can be caused by a disconnected USB cable, Wi-Fi or network problems, an incorrect printer setting, a stuck Print Spooler service, an outdated driver, or Windows using the wrong printer port.

The following methods can help bring an offline printer back online.

Method 1: Check the Printer Connection

Start by checking the physical connection between the printer and computer.

For a USB printer:

1. Make sure the printer is turned on.
2. Disconnect the USB cable.
3. Wait a few seconds.
4. Connect the cable again.
5. Try another USB port if available.

For a wireless printer:

1. Make sure the printer is powered on.
2. Check its Wi-Fi connection.
3. Make sure the printer and computer are connected to the appropriate network.
4. Restart the printer.
5. Try printing again.

If the printer has an LCD screen, check for messages about paper, ink, toner, or network errors.

Method 2: Restart the Printer and Computer

A temporary communication problem can make Windows incorrectly report that a printer is offline.

1. Turn off the printer.
2. Shut down or restart the Windows computer.
3. Wait for Windows to start completely.
4. Turn the printer back on.
5. Wait for it to initialize.
6. Try printing a test document.

If the printer is connected through Wi-Fi, give it some time to reconnect to the network before trying to print.

This simple restart can restore communication without changing any Windows settings.

Method 3: Turn Off Use Printer Offline

Windows can sometimes be configured to use a printer offline.

1. Press Windows + I.
2. Select Bluetooth & devices.
3. Select Printers & scanners.
4. Select your printer.
5. Open the printer queue.
6. Select the printer menu.
7. Make sure Use Printer Offline is not enabled.

On Windows 10:

1. Open Settings.
2. Select Devices.
3. Select Printers & scanners.
4. Select the affected printer.
5. Select Open queue.
6. Open the Printer menu.
7. Make sure Use Printer Offline is disabled.

After changing this setting, try sending a new print job.

Method 4: Clear the Print Queue

A stuck print job can prevent Windows from communicating correctly with the printer.

1. Open Settings.
2. Go to Bluetooth & devices > Printers & scanners.
3. Select your printer.
4. Open the print queue.
5. Cancel all pending documents.
6. Wait for the queue to become empty.
7. Send a new print job.

If Windows refuses to cancel a document, restart the Print Spooler service.

You can open the service manager by pressing Windows + R, entering:

services.msc

Then find Print Spooler and select Restart.

Method 5: Set the Correct Printer as Default

If several printers are installed, Windows may be trying to use a different printer.

1. Open Settings.
2. Select Bluetooth & devices.
3. Select Printers & scanners.
4. Select the printer you want to use.
5. Select Set as default.

If Windows is automatically changing the default printer, turn off Let Windows manage my default printer first.

Then select your preferred printer and set it as default.

Method 6: Restart the Print Spooler Service

The Print Spooler manages print jobs in Windows. If the service stops responding, your printer may appear offline or documents may remain stuck.

1. Press Windows + R.
2. Type:

services.msc

3. Press Enter.
4. Find Print Spooler.
5. Right-click it.
6. Select Restart.

If the service is stopped, select Start instead.

After restarting the service, open the printer queue and try printing again.

Method 7: Remove and Add the Printer Again

If Windows continues showing the printer as offline, removing and adding it again can rebuild its configuration.

1. Open Settings.
2. Select Bluetooth & devices.
3. Select Printers & scanners.
4. Select the affected printer.
5. Select Remove.
6. Confirm the removal.
7. Restart Windows.
8. Return to Printers & scanners.
9. Select Add device.
10. Wait for Windows to find the printer.
11. Add the printer again.

For network printers, make sure the printer is connected to the network before adding it.

After installation, print a test page.

Method 8: Update or Reinstall the Printer Driver

A damaged or outdated printer driver can cause Windows to incorrectly report the printer as offline.

1. Right-click the Start button.
2. Select Device Manager.
3. Find the printer or related device.
4. Right-click it.
5. Select Update driver.
6. Follow the instructions.

If the problem continues, remove the printer and its driver and install the appropriate driver again.

After reinstalling the driver, restart Windows and reconnect the printer.

Check a Wireless Printer’s Network

Wireless printers can appear offline when they are connected to a different network from the computer.

Check the network information on the printer’s display or network settings.

Then verify that the Windows computer is connected to the expected network.

If your router has separate network names, make sure the printer has not accidentally connected to a different network.

Also restart the router if other devices are experiencing network connectivity problems.

Check the Printer Port

A network printer can sometimes stop working if Windows is configured to use an incorrect port.

You can inspect the printer’s properties through the classic printer management interface.

1. Open Control Panel.
2. Select Devices and Printers.
3. Right-click the printer.
4. Select Printer properties.
5. Open the Ports tab.
6. Check the selected port.

Do not change the port randomly. If you are unsure which port belongs to the printer, check the printer’s network configuration or reinstall the printer instead.

Conclusion

A printer showing offline in Windows 11 or Windows 10 does not necessarily mean that the printer itself is broken. The problem can be caused by a connection issue, a stuck print queue, the Print Spooler service, an incorrect default printer, or a damaged driver.

Start by checking the printer’s power and connection, then restart both the printer and computer. Make sure Use Printer Offline is disabled and clear any documents that are stuck in the print queue.

If the problem continues, restart the Print Spooler service, remove and add the printer again, or update its driver. For wireless printers, also verify that the printer and computer are connected to the appropriate network.

FAQs

1. Why does my printer say offline when it is connected?

Windows may have lost communication with the printer because of a network or USB connection problem, a stuck print queue, Print Spooler issue, or printer-driver problem.

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

Check the printer connection, open Printers & scanners, make sure Use Printer Offline is disabled, clear the print queue, and restart the Print Spooler service if necessary.

3. How do I restart Print Spooler?

Press Windows + R, type services.msc, press Enter, find Print Spooler, right-click it, and select Restart.

4. Why is my wireless printer offline?

The printer may have lost its Wi-Fi connection or may be connected to a different network from your computer. Check the printer’s network connection and make sure both devices can communicate on the same network.

Quick Summary

• Check the printer’s power, USB cable, Wi-Fi, and network connection.
• Make sure Use Printer Offline is disabled.
• Clear stuck print jobs and restart Print Spooler.
• Remove and reinstall the printer or update its driver if it remains offline.