Printer Offline But Connected? Here's How to Fix It

Complete troubleshooting guide for Windows 10/11, Mac, and all printer brands

By TestMyPrinter Team

Step-by-step solutions from quick fixes to advanced troubleshooting

Table of Contents

Quick Fix - Try This First

This resolves the "offline" status in most cases

  1. 1
    Open Printers & Scanners Settings

    Windows: Press Win + I → Devices → Printers & scanners

    Mac: System Preferences → Printers & Scanners

  2. 2
    Click Your Printer

    Find your printer in the list and click on it

  3. 3
    Open Print Queue

    Click "See what's printing" or "Open print queue"

  4. 4
    Uncheck "Use Printer Offline"

    Click the "Printer" menu at the top → If "Use Printer Offline" is checked, click it to uncheck

    If this was checked, your printer should now show as online!

Didn't work? Continue to the sections below for your operating system:

🪟
Windows 10
🪟
Windows 11
🍎
Mac

Why Does Your Printer Show Offline?

Understanding the cause helps you apply the right fix. Here are the most common reasons:

Software & Settings Issues

  • •
    "Use Printer Offline" enabled

    This setting accidentally gets turned on and blocks printing

  • •
    Print Spooler service stopped

    The Windows service that manages print jobs crashed or isn't running

  • •
    Printer driver issues

    Corrupted, outdated, or incompatible drivers after Windows updates

  • •
    Print queue stuck

    Failed print jobs blocking the queue and preventing new prints

Network & Connection Issues

  • •
    IP address changed

    Router assigned a new IP to your printer, but Windows still looks for the old one

  • •
    WiFi disconnection

    Printer lost WiFi connection due to signal issues or router restart

  • •
    Firewall blocking

    Windows Firewall or antivirus blocking printer communication

  • •
    USB connection issues

    Faulty cable, USB port problems, or USB hub incompatibility

Printer Hardware Issues

  • •
    Sleep mode

    Printer entered deep sleep and isn't responding to wake commands

  • •
    Paper jam or error state

    Printer has an error that prevents it from accepting jobs

  • •
    Firmware issues

    Outdated firmware causing communication problems

System & Update Issues

  • •
    Windows Update changes

    Updates can reset settings or install incompatible generic drivers

  • •
    Multiple printer entries

    Duplicate printers in the system causing conflicts

  • •
    Wrong default printer

    Windows is trying to print to a different printer

Windows 10 - Complete Fix Guide

1 Set Printer as Default & Disable Offline Mode

  1. 1. Press Win + I to open Settings
  2. 2. Click Devices → Printers & scanners
  3. 3. Find your printer in the list and click on it
  4. 4. Click Manage
  5. 5. Click Set as default
  6. 6. Scroll down and turn OFF "Let Windows manage my default printer"
  7. 7. Click Open print queue
  8. 8. Click Printer menu → Uncheck "Use Printer Offline" if checked

2 Restart Print Spooler Service

  1. 1. Press Win + R to open Run dialog
  2. 2. Type services.msc and press Enter
  3. 3. Scroll down to find "Print Spooler"
  4. 4. Right-click Print Spooler → Click Stop
  5. 5. Wait 10 seconds
  6. 6. Right-click Print Spooler → Click Start
  7. 7. Right-click Print Spooler → Click Properties
  8. 8. Set "Startup type" to Automatic → Click OK

Alternative: Use Command Prompt (Run as Administrator)

net stop spooler && net start spooler

3 Clear Print Queue Completely

  1. 1. Stop the Print Spooler (as shown above)
  2. 2. Open File Explorer and navigate to: C:\Windows\System32\spool\PRINTERS
  3. 3. Delete all files in this folder (these are stuck print jobs)
  4. 4. Start the Print Spooler service again

4 Run Windows Printer Troubleshooter

  1. 1. Press Win + I → Update & Security
  2. 2. Click Troubleshoot in the left menu
  3. 3. Click Additional troubleshooters
  4. 4. Click Printer → Run the troubleshooter
  5. 5. Follow the on-screen instructions

5 Remove and Re-add Printer

  1. 1. Go to Settings → Devices → Printers & scanners
  2. 2. Click your printer → Remove device
  3. 3. Restart your computer
  4. 4. Go back to Printers & scanners
  5. 5. Click Add a printer or scanner
  6. 6. Wait for Windows to detect your printer
  7. 7. Click your printer when it appears → Add device

Windows 11 - Complete Fix Guide

Windows 11 moved printer settings to a new location. Here's the updated process:

1 Disable Offline Mode in Windows 11

  1. 1. Press Win + I to open Settings
  2. 2. Click Bluetooth & devices in the left sidebar
  3. 3. Click Printers & scanners
  4. 4. Click your printer name
  5. 5. Click Open print queue
  6. 6. In the print queue window, click the ≡ (three dots) menu or Printer menu
  7. 7. Make sure "Use Printer Offline" is unchecked

2 Set Default Printer in Windows 11

  1. 1. Open Settings → Bluetooth & devices → Printers & scanners
  2. 2. Scroll to the bottom
  3. 3. Turn OFF "Let Windows manage my default printer"
  4. 4. Scroll back up and click your printer
  5. 5. Click Set as default

3 Update Printer Driver

  1. 1. Right-click the Start button → Device Manager
  2. 2. Expand Print queues
  3. 3. Right-click your printer → Update driver
  4. 4. Click Search automatically for drivers
  5. 5. If no update found, visit your printer manufacturer's website to download the latest driver

Tip: For best results, download drivers directly from HP, Canon, Epson, or Brother websites rather than using generic Windows drivers.

4 Windows 11 Troubleshooter

  1. 1. Open Settings → System → Troubleshoot
  2. 2. Click Other troubleshooters
  3. 3. Find Printer and click Run
  4. 4. Select your printer from the list
  5. 5. Let the troubleshooter detect and fix issues

Mac - Complete Fix Guide

Method 1: Reset Printing System

  1. 1. Open System Preferences
  2. 2. Click Printers & Scanners
  3. 3. Right-click anywhere in the printer list
  4. 4. Select "Reset printing system..."
  5. 5. Confirm the action (this removes all printers)
  6. 6. Click the + button to re-add your printer
  7. 7. Select your printer from the list or use the IP tab

Note: This will remove all configured printers. You'll need to re-add each one.

Method 2: Terminal Commands

  1. 1. Open Terminal (Applications → Utilities)
  2. 2. Check printer status:
  3. lpstat -p
  4. 3. If printer is disabled, enable it:
  5. cupsenable PrinterName
  6. 4. Accept print jobs:
  7. cupsaccept PrinterName
  8. 5. Restart CUPS service:
  9. sudo launchctl stop org.cups.cupsd
  10. sudo launchctl start org.cups.cupsd

Method 3: Use CUPS Web Interface

  1. 1. Open Safari and go to: http://localhost:631
  2. 2. Click Printers tab
  3. 3. Find your printer in the list
  4. 4. If it shows "paused" or "stopped", click the dropdown menu
  5. 5. Select Resume Printer
  6. 6. Enter your Mac admin password if prompted

macOS Ventura/Sonoma Specific Steps

  1. 1. Open System Settings (not System Preferences)
  2. 2. Click Printers & Scanners in the left sidebar
  3. 3. Click your printer name
  4. 4. Click Printer Queue to check status
  5. 5. If jobs are stuck, click × to cancel them
  6. 6. If printer shows offline, remove it using the - button and re-add with +

WiFi Printer Offline - Network Troubleshooting

Step 1: Verify Printer Network Connection

  1. 1. On your printer's control panel, go to Network Settings or Wireless Settings
  2. 2. Print a Network Configuration Page or Wireless Test Report
  3. 3. Check that the printer shows as "Connected" to your WiFi network
  4. 4. Note the IP Address (e.g., 192.168.1.100)

Step 2: Ping the Printer

  1. 1. Open Command Prompt (Windows) or Terminal (Mac)
  2. 2. Type: ping 192.168.1.xxx (use your printer's IP)
  3. 3. If you get replies, the connection is working
  4. 4. If you get "Request timed out", the printer isn't reachable on the network

If ping fails:

  • • Make sure your computer and printer are on the same WiFi network
  • • Try restarting your router
  • • Reconnect the printer to WiFi using its control panel

Step 3: Update Printer Port IP Address

If your printer's IP changed but Windows is still looking for the old IP:

  1. 1. Open Settings → Devices → Printers & scanners
  2. 2. Click your printer → Manage → Printer properties
  3. 3. Go to the Ports tab
  4. 4. Find the port that's checked (usually a TCP/IP port)
  5. 5. Click Configure Port
  6. 6. Update the IP address to match your printer's current IP
  7. 7. Click OK and try printing

Step 4: Reconnect Printer to WiFi

If the printer lost its WiFi connection:

Using WPS (easiest):

  1. 1. Press the WPS button on your router
  2. 2. Within 2 minutes, press the WPS button on your printer
  3. 3. Wait for connection to establish

Manual setup:

  1. 1. On printer, go to Wireless Settings
  2. 2. Select Wireless Setup Wizard
  3. 3. Choose your WiFi network
  4. 4. Enter your WiFi password

USB Printer Offline - Connection Troubleshooting

Physical Connection Checks

  • ✓
    Try a different USB port

    Use a USB 2.0 port if available (USB 3.0 ports can sometimes cause issues with older printers)

  • ✓
    Replace the USB cable

    USB cables can fail internally without visible damage

  • ✓
    Connect directly to computer

    Avoid USB hubs - they can cause communication issues

  • ✓
    Power cycle the printer

    Turn printer off, unplug for 30 seconds, plug back in

Software/Driver Checks

  • →
    Check Device Manager

    Look for yellow exclamation marks under "Universal Serial Bus controllers" or "Print queues"

  • →
    Reinstall USB controller

    In Device Manager, uninstall USB controller and restart to reinstall

  • →
    Update printer driver

    Download latest driver from manufacturer website

  • →
    Remove and re-add printer

    Windows may need to rediscover the USB device

USB Selective Suspend (Power Saving Issue)

Windows may be powering off USB ports to save energy, disconnecting your printer:

  1. 1. Open Control Panel → Hardware and Sound → Power Options
  2. 2. Click "Change plan settings" next to your active power plan
  3. 3. Click "Change advanced power settings"
  4. 4. Expand "USB settings" → "USB selective suspend setting"
  5. 5. Set to Disabled for both "On battery" and "Plugged in"
  6. 6. Click OK and restart your computer

Assign a Static IP to Prevent Future Offline Issues

If your WiFi printer keeps going offline, it's likely because your router assigns it a different IP address each time. Assigning a static IP prevents this.

Method 1: Configure Static IP via Router (Recommended)

  1. 1. Print a network configuration page from your printer and note:
    • • Current IP Address (e.g., 192.168.1.105)
    • • MAC Address (e.g., 00:1A:2B:3C:4D:5E)
  2. 2. Open a web browser and go to your router's admin page:
    • • Common addresses: 192.168.1.1, 192.168.0.1, or 10.0.0.1
  3. 3. Log in with your router admin credentials
  4. 4. Find DHCP Reservation, Address Reservation, or Static IP settings
  5. 5. Add a new reservation:
    • • Enter your printer's MAC address
    • • Assign an IP address (use one outside your router's DHCP range, like 192.168.1.200)
  6. 6. Save settings and restart your printer

Method 2: Configure Static IP on Printer

You can also set the static IP directly on the printer:

  1. 1. On your printer's control panel, go to Network Settings → TCP/IP Settings
  2. 2. Change IP address type from Automatic (DHCP) to Manual
  3. 3. Enter:
    • • IP Address: 192.168.1.200 (or another available address on your network)
    • • Subnet Mask: 255.255.255.0
    • • Gateway: 192.168.1.1 (your router's IP)
    • • DNS: 192.168.1.1 or 8.8.8.8
  4. 4. Save settings and print a new configuration page to verify

After Setting Static IP:

You'll need to update the printer port in Windows to use the new IP address:

  1. 1. Remove the printer from Windows
  2. 2. Re-add it using the new static IP address
  3. 3. Or update the existing port configuration with the new IP

Brand-Specific Offline Fixes

HP Printers

HP provides a dedicated diagnostic tool:

  1. 1. Download HP Print and Scan Doctor from HP's website
  2. 2. Run the tool and select your printer
  3. 3. Click "Fix Printing" to auto-diagnose and repair

Manual reset:

  • • Hold WiFi + Info buttons for 3 seconds (network reset)
  • • Use HP Smart app to reconnect

See full HP troubleshooting guide →

Canon Printers

Canon-specific offline fixes:

  1. 1. Download Canon IJ Network Tool
  2. 2. Run tool to detect and configure printer
  3. 3. Update network settings if IP changed

Manual reset:

  • • Press and hold Resume/Stop button for 5 seconds
  • • Use WPS button for quick reconnection

Epson Printers

Epson-specific solutions:

  1. 1. Run Epson Connect Printer Setup
  2. 2. Check Epson Status Monitor for errors
  3. 3. Update via Epson Software Updater

Manual reset:

  • • Network reset: Hold Network button for 3 seconds
  • • Re-register with Epson Connect

See full Epson troubleshooting guide →

Brother Printers

Brother-specific solutions:

  1. 1. Download Brother iPrint&Scan
  2. 2. Run network connection repair tool
  3. 3. Check firewall isn't blocking Brother ports

Manual reset:

  • • Menu → Network → Network Reset
  • • Reconfigure WiFi settings

See full Brother troubleshooting guide →

Print Spooler - Advanced Troubleshooting

The Print Spooler is a Windows service that manages all print jobs. When it has problems, printers appear offline.

Complete Spooler Reset

Follow these steps to completely reset the Print Spooler:

  1. 1. Open Command Prompt as Administrator:
    • • Press Win, type "cmd", right-click Command Prompt, select "Run as administrator"
  2. 2. Stop the spooler service:
    net stop spooler
  3. 3. Delete all print jobs:
    del /Q /F /S "%systemroot%\System32\spool\PRINTERS\*.*"
  4. 4. Start the spooler:
    net start spooler

Fix Spooler Dependencies

The Print Spooler depends on other services. If those are stopped, printing won't work:

  1. 1. Open Services (Win + R → services.msc)
  2. 2. Make sure these services are running and set to Automatic:
    • • Print Spooler
    • • Remote Procedure Call (RPC)
    • • DCOM Server Process Launcher
    • • RPC Endpoint Mapper
  3. 3. If any are stopped, right-click → Start
  4. 4. Right-click → Properties → Set Startup type to Automatic

Prevent "Printer Offline" Issues

Network Configuration

  • ✅
    Assign a static IP address

    Prevents IP changes that cause offline status

  • ✅
    Use 2.4GHz WiFi, not 5GHz

    Better range and compatibility with printers

  • ✅
    Position printer near router

    Strong WiFi signal prevents disconnections

  • ✅
    Add printer IP to firewall exceptions

    Prevents blocking of printer communication

Windows Settings

  • ✅
    Disable "Let Windows manage my default printer"

    Prevents Windows from switching printers automatically

  • ✅
    Set Print Spooler to Automatic startup

    Ensures spooler runs on boot

  • ✅
    Disable USB selective suspend

    For USB printers - prevents Windows from powering off the port

  • ✅
    Keep drivers updated

    Download latest from manufacturer website

Printer Settings

  • ✅
    Disable or extend sleep mode

    Prevents printer from entering deep sleep that causes offline

  • ✅
    Enable SNMP

    Helps Windows communicate with network printers

  • ✅
    Update printer firmware

    Fixes bugs that can cause connectivity issues

Regular Maintenance

  • ✅
    Print at least once a week

    Keeps connection active and ink/toner flowing

  • ✅
    Clear print queue periodically

    Prevents stuck jobs from causing issues

  • ✅
    Restart printer weekly

    Clears memory and refreshes connections

Frequently Asked Questions

Why does my printer say offline when it's connected?

This typically happens because: 1) The "Use Printer Offline" setting got accidentally enabled, 2) The Print Spooler service stopped, 3) Your printer's IP address changed but Windows is looking for the old address, 4) Printer driver is outdated or corrupted, or 5) There's a network connectivity issue. The quick fix section at the top of this page resolves most cases.

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

In Windows 11: Go to Settings → Bluetooth & devices → Printers & scanners → Click your printer → Open print queue → Click the Printer menu or three-dots menu → Uncheck "Use Printer Offline" if checked. If that doesn't work, restart the Print Spooler service (Win+R → services.msc → Print Spooler → Restart).

Why does my wireless printer keep going offline?

WiFi printers frequently go offline when: 1) The router assigns a new IP address to the printer (fix: assign a static IP), 2) WiFi signal is weak (move printer closer to router), 3) Printer enters sleep mode and loses connection (disable sleep mode), 4) Router restarts and printer doesn't reconnect automatically. Setting up a static IP is the best long-term solution.

How do I fix a USB printer showing offline?

For USB printers: 1) Try a different USB port (avoid USB 3.0 for older printers), 2) Replace the USB cable, 3) Connect directly without a USB hub, 4) Restart the Print Spooler service, 5) Check Device Manager for USB errors, 6) Disable USB selective suspend in Power Options. Also try removing and re-adding the printer.

Why does my printer go offline after Windows Update?

Windows Updates sometimes: 1) Replace your specific printer driver with a generic one, 2) Reset Print Spooler settings, 3) Change network configurations, 4) Break compatibility with older printers. Fix this by downloading the latest driver directly from your printer manufacturer's website (HP, Canon, Epson, Brother) and reinstalling it.

How do I assign a static IP to my printer?

Two methods: 1) Router method (recommended): Log into your router admin panel, find DHCP Reservation settings, add your printer's MAC address with a specific IP address. 2) Printer method: On the printer's control panel, go to Network Settings → TCP/IP → Change from Automatic/DHCP to Manual, then enter a static IP, subnet mask (255.255.255.0), and gateway (your router's IP).

How do I fix printer offline on Mac?

On Mac: 1) Open System Preferences → Printers & Scanners, 2) Right-click in the printer list and select "Reset printing system", 3) Re-add your printer using the + button. Alternatively, use Terminal: run "lpstat -p" to check status, then "cupsenable PrinterName" to enable it. For network printers, verify connectivity by pinging the printer's IP address.

Editorial Disclosure: Our troubleshooting guides are free and based on our testing experience. We may earn affiliate commissions from product links, which helps fund our research.

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