Printer Offline – How to Bring It Back Online

Jonathan Leyva

Oct 03, 2024

Issue: The printer is showing as "offline," even though it is connected to the network or computer. This issue prevents documents from being printed.

Step-by-Step Troubleshooting Guide:

1. Check the Printer’s Physical Connection

Wired Printer: Ensure the printer is properly connected to the computer via USB cable or to the network via Ethernet.
Wireless Printer: Confirm that the printer is connected to the Wi-Fi network by checking the printer’s display panel or status lights. If not connected, follow the printer’s manual to reconnect it to the network.

2. Set the Printer to Online Mode

On your computer, go to Control Panel > Devices and Printers.
Find the printer in the list and right-click on it.
If you see an option that says "Use Printer Offline," click it to deselect it. This will switch the printer back to online mode.

3. Restart the Printer

Power off the printer completely, then wait 30 seconds.
Turn it back on and give it a few minutes to reconnect to the network or computer.

4. Set the Printer as Default

In Control Panel > Devices and Printers, locate your printer.
Right-click on it and select "Set as default printer."
If a green checkmark appears next to the printer, it has been set as the default.

5. Restart the Print Spooler Service (Windows)

Press Windows + R, type services.msc, and hit Enter.
In the Services window, scroll down and find Print Spooler.
Right-click on Print Spooler and select Restart.
Once restarted, try printing again.

6. Clear Print Queue

Sometimes, pending print jobs can cause the printer to go offline.
Go to Control Panel > Devices and Printers, right-click your printer, and select See what’s printing.
In the print queue, right-click and Cancel any pending jobs.
Restart the printer and try printing again.

7. Check for Printer Driver Updates

Outdated drivers can cause connectivity issues:
1. Open Device Manager (Windows Key + X, then choose Device Manager).
2. Expand Print queues or Printers.
3. Right-click your printer and select Update driver.
4. Choose Search automatically for updated driver software. If a new driver is found, install it, then restart your computer.

8. Reconnect the Printer to Wi-Fi (Wireless Printers)

If the printer is wireless and remains offline:
- Navigate to the printer’s Wi-Fi settings via its control panel.
- Follow the prompts to reconnect it to the correct Wi-Fi network.
- Ensure that both the printer and computer are on the same network.

9. Re-add the Printer to Your Computer

If the printer still shows as offline, try removing and re-adding it:

Go to Control Panel > Devices and Printers.
Right-click the printer and select Remove device.
Click Add a printer and follow the prompts to add it back to the system.

Additional Help

If the above steps do not resolve the issue, there may be a hardware or network problem. Try connecting the printer to another computer or contact HGC's IT department.