7 Reasons Why Your Printer is Offline

The word “offline” written in red marker ink

The future is now, but even with modern advancements in technology, computer and printer issues like an offline device are still one of the most common printer problems for people in the office and at home.

When you’re working in the office or preparing to print important documents at home, there is nothing more annoying than receiving a notification about your printer being offline. Printing out a few documents should be a quick and easy task, especially when you work in an office equipped with state-of-the-art multifunction printers. Unfortunately, technology is not perfect and every piece of equipment runs into errors, but they are totally actionable! 

Dealing with a printer that’s offline and not knowing how to fix it is an inconvenience that can seriously impede your workflow if you don’t think fast. After internally cursing the little glitches in modern technology, it’s time to troubleshoot in order to get your printer working seamlessly again.

If you’re currently struggling with this formidable issue, then we’re got you covered with the seven answers to your question: “why is my printer offline.” 

1. Connection Issue

The first thing you need to do is check your internet connection. Inspect your cable network or Wi-Fi connection by checking the router and USB cables. Unplug and replug as needed, because a quick restart or refresh might just do the trick! 

If the problem persists, try moving your cables to alternative ports.

2. Printer Status Under Device and Printers Menu

If all your cables and internet connection are working properly, but your printer is still offline, you should check the printer status.

If you’re using Windows, you can check the printer offline/online status under “Devices and Printers” in your computer’s start menu. If your printer is working fine, you should be able to see it listed there. Once you spot it, click the printer that you are trying to use and make sure that the “Use Printer Offline” box is unchecked. If it isn’t, you know what to do! This feature should put your printer back online. 

You could also try setting the printer you need to use as the “Default Printer.”

3. Installation Error

If this is your first time trying to use a new printer, then an installation error may be the culprit. If the printer isn’t appearing in the “Devices and Printers” menu, then the odds are that it wasn’t installed properly.

If this is indeed the case, then reinstalling it should be able to fix the problem. Most printers just need to be plugged into the computer via a USB port, but if you have a wireless printer, you should select “Add a Device” in the settings. 

4. Driver Software

Another reason that your printer appears to be offline is a potential problem with the driver software. This software is a code that Windows and the printer use to communicate with each other. If the driver software happens to be outdated, incompatible, or corrupted, you may need to update it.

You can find the drive update online or contact the manufacturer for further information. They usually offer a copy available for download. Also, if your printer came with a disc upon purchase, you will most likely find the driver updating information there. 

5. Full Print Queue

Sometimes, the problem isn’t as severe as it seems. If your print queue is full of things you don’t need to print right now, all you have to do is clear the queue, and it’s good to go!

Just click “cancel all documents”, and your device will restart. It might have just been overwhelmed by all those pending print jobs. 

6. In Need of a Power Cycle

Just like many other types of electronic devices, your printer might just be in need of a power cycle. Turning your printer off and on again often fixes the problem at hand. Turn off the printer, unplug it, wait at least 30 seconds, and plug it back in. If it still indicates “printer offline,” continue troubleshooting.  

7. Hardware Problem

In the event that none of the above-mentioned troubleshooting tips helped bring your printer back online, chances are that you’re dealing with some sort of a hardware problem. If this is the case, you could test it first to be sure. 

Once confirmed,  it is highly recommended to reach out to the manufacturer for further advice. They will usually refer you to their service centre to repair your printer, and you’ll have it up and running in no time. 

A close-up of a keyboard with the word “troubleshooting” indicated on a key

How to Prevent Printer Offline Issues

Technology isn’t perfect and that’s most likely why you’re reading this troubleshooting guide. However, there is a hierarchy in technology, which means that some are built better than others. This is reflected in their features, build, and durability.

If you’re done with printer issues getting in the way of your productivity, it’s time to invest in a high-quality multifunction printer that won’t ever let you down. A printer offline won’t do you any good, but we’ve got you covered! 

From Toshiba and Canon all the way to Konica Minolta, Busys.ca provides printing solutions that will give your company or home office the upgrade it deserves. Busys.ca is an industry leader with decades of experience. We promise nothing less than high-calibre quality from the best brands on the market. 

Give us a call today to learn more about our products and services! 

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