Printer "offline" on Windows: how to fix it

When Windows says the printer is "offline", it means the PC can't talk to it. First of all, turn the printer off, unplug it, wait 30 seconds and turn it back on. Then check that it's connected to the same Wi-Fi network as the PC. If that's not enough, clear the print queue, restart the Windows print service and, as a last resort, remove the printer and add it again.

Before you start

• Look at the printer. It must be on, with no error messages on its display, and with paper and ink or toner.
• If it's connected with a USB cable, check that the cable is firmly plugged into both the PC and the printer. Also try another USB port on the PC.
• If it's connected over Wi-Fi, it must be on the same network as the PC. Many printers have an item in their menu to check the Wi-Fi connection or print a network report: the manual explains where to find it.
• Did you just change your router or Wi-Fi password? Then the printer has probably been left off the network: it needs to be reconnected, as explained in how to connect a Wi-Fi printer.

On Windows 11, Microsoft also offers an automated printer troubleshooter in the Get Help app. You can try it first; if it doesn't fix the problem, follow the steps below.

On Windows 11

1. Restart the printer

1. Turn off the printer and unplug it.
2. Wait 30 seconds.
3. Plug it back in and turn the printer on. Wait until it has finished starting up, then try printing again.

2. Set the printer as default

1. Select Start > Settings > Bluetooth & devices > Printers & scanners.
2. Select the printer, then Set as default.
3. If you don't see Set as default, the Let Windows manage my default printer option is turned on: turn it off and try again.

3. Clear the print queue

One stuck document can hold up all the ones after it.

1. In Printers & scanners, select the printer.

2. On the page that opens, select Open print queue.

3. Click the ... (the three dots) and select Cancel all.

   

4. Restart the print service

Windows handles printing with a service called Print Spooler. Restarting it clears up many problems.

1. Select Search on the taskbar, type services and open Services.

2. Scroll down to Print Spooler.

3. Right-click the item and select Restart.

   

5. Remove the printer and add it again

1. Select Start > Settings > Bluetooth & devices > Printers & scanners.
2. Select the printer, then Remove, and confirm with Yes.
3. Check that the printer is on and connected.
4. Next to Add a printer or scanner, select Add device. The search can take a few minutes.
5. When the printer appears in the list, select Add device next to its name.

6. Restart the PC

Restarting refreshes the services and components the PC uses to communicate with the printer.

On Windows 10

The steps are the same, but some menus have different names. Windows 10 also has a setting that puts the printer offline "by hand", which you should check right away.

1. Select Start > Settings > Devices > Printers & scanners.
2. Select the printer and choose Open queue.
3. Open the Printer menu and check the Pause Printing and Use Printer Offline items: if they're selected, clear them. From the same menu you can choose Set As Default Printer.
4. To clear the queue: in the same window, select the documents listed under Document Name, then open the Document menu and choose Cancel.
5. To remove the printer: in Printers & scanners, select it, choose Remove device and then Yes. To put it back: Add a printer or scanner.

You restart the Print Spooler the same way as in Windows 11. Remember that support for Windows 10 ended on October 14, 2025: the PC still works, but it no longer gets free security updates.

If it still doesn't work

• The printer doesn't appear when you add it. Next to "The printer that I want isn't listed", select Add a new device manually and follow the instructions.
• After adding it, a "Find drivers" button appears. The printer works, but with fewer features until you install the full drivers. Check Windows Update, or download the latest drivers from the manufacturer's website.
• Print jobs stay stuck even after restarting the spooler. Microsoft describes a deeper cleanup: in Services, double-click Print Spooler and select Stop; in File Explorer open the folder %WINDIR%\system32\spool\printers and delete the files it contains (only the ones inside, not the folder); then go back to the spooler and choose Start, with Automatic startup. Windows may ask you for administrator permission.
• You want to copy a document but the printer won't cooperate: in the meantime you can scan the document with your phone.
• The problem comes back every few days, or it involves a shared printer in an office with several PCs: the cause is usually in the network or the printer's configuration, and it's worth having a technician check it.