When preparing to print important documents at home or the office, there is nothing more annoying than receiving a notification about the printer status being offline.
Printing out a few documents should be fa quick and easy task. But if your office isn’t equipped with state-of-the-art multifunction printers, you’re bound to deal with device errors. Not knowing how to fix the issue of your printer constantly being offline is an inconvenience that can seriously impede your workflow.
Here are 10 answers to help you resolve your “printer status offline” issues.
Common Causes Why Your Printer Is Offline
Is your printer offline but connected to the computer? This is one of the most common technical difficulties individuals face in the office and at home. After internally cursing the little glitches in modern technology, it’s time to find the answers and solutions to your “Why is my printer offline?” queries with the following troubleshooting tips!
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. Ensure these aren’t frayed or split into two or else your printer will stay offline. You may also want to test printer connectivity with other devices to check if the issue is only happening on your computer.
For wireless printers, disconnect your printer from your Wi-Fi network then reconnect after a few seconds. If this doesn’t work, check if the same Wi-Fi network works on your phone and computer. If not, restart the Wi-Fi router to regain internet connectivity.
🖨️ Read more: How to Connect a Canon Printer to the Internet
2. Printer Status Under Device and Printers Menu
Your printer status can be offline even if the cables or internet connection are working properly. Follow these steps to learn how to get a printer back online:
How to get a printer online for Windows users:
- Check the printer offline/online status under “Devices and Printers” in your computer’s start menu.
- Click the printer you want to use and uncheck the “Use Printer Offline” box. This feature should put your printer back online.
- If other devices share the same network, right-click on the printer and select “Set as Default Printer.”
How to turn printer online for Mac users:
- Open the Apple Menu and go to System Preferences.
- Look for “Printers and Scanners” in the sidebar.
- If the printer you want to use has a yellow light, double-click the device then hit “Resume.”
- To make your current printer your Default Printer, click the pop-up menu on the right side of the “Default printer” section and choose your preferred printer.
3. Installation Error
If this is your first time using a new printer and it doesn’t appear in the “Devices and Printers” menu, then an installation error may be the culprit. Reinstalling it should be able to fix the problem:
How to fix an offline printer through reinstallation on Windows:
- Remove or uninstall your printer by going back to “Devices and Printers”. Right-click on the printer and select the “Remove” button.
- Turn on your printer and connect it to your computer.
- Windows will display available devices ready for installation. When you see your printer, click the “Add Device” button.
How to fix an offline printer through reinstallation on Mac:
- Connect your printer to the computer via a USB cable. It’ll automatically detect the device and display a prompt for installation.
- In some cases, your computer will ask you to download new printer software. Ensure to download updated software or else you won’t be able to install the printer.
💡 Pro tip: For wireless printers, the computer (Windows & Mac) will automatically detect them if they’re on. If they still won’t connect to your computer, follow the installation instructions that came with the printer.
4. Driver Software
Another reason your printer appears offline could be due to a problem with the printer driver. It’s a software or code that the computer (Windows & Mac) and the printer use to communicate with each other. If the driver software is outdated, incompatible, or corrupted, you may need to update it.
You can find driver updates on the printer manufacturer’s website. 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 update information there.
🖨️ Read more: Here’s How Often You Should Update Your Printer
5. Full Print Queue
We all assume the printer is offline because it isn’t responding to our commands. The problem could be connectivity but it could also be due to a full print queue!
Clear the print queue by clicking on “Cancel All Documents.” The computer will erase all documents for printing, while the printer restarts. After that, you’re good to print again! The printer 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 may need a power cycle. To do this, turn off the printer, unplug it, wait at least 30 seconds, then plug it back in. If it still indicates “printer offline,” continue troubleshooting.
7. Paper Jam or Low Supplies
Empty ink tanks, no new paper and paper jams can all cause print error messages and prevent your printer from doing its job. If these are unresolved, your printer status stays offline.
Before you print again, ensure to refill or replace the ink/toner cartridge and place a bundle of paper on the paper tray. If the issue is a paper jam, follow your printer manufacturer’s instructions on removing the stuck paper inside the device.
🖨️ Read more: How to Fix a Printer Paper Jam
8. Firewall or Security Settings
The reason why your printer is offline could be because your computer’s firewall or security settings block its communication with the printer. This can also happen if the printer is shared over a network. Sharing settings might prevent it from connecting properly, causing it to appear offline to some users.
To fix this specific concern, you need to consult your current firewall administrator or provider. They’ll teach you how to get a printer back online by disabling the firewall temporarily and safely to keep your devices secure.
If you’re using Windows Firewall, here’s how to turn the printer status from offline to online:
- Click the Start button and search for the Control Panel.
- When opened, go to “System and Security” and look for “Windows Firewall”. Click on the “Allow an app or feature through Windows Firewall”.
- Check the box “File and Printer Sharing” and press OK to save the settings. This will put your printer back online.
9. Sleep Mode or Energy Saving Settings
Most printer models enter a sleep or power-saving mode when not in use for a certain period. This feature makes your printer appear offline and unresponsive because the power-indicating lights are off or dimmed.
If your printer is still connected to the computer, reactivate the device by sending a print job to its queue. You can disable the sleep mode feature by following your printer’s manual.
10. Hardware Problem
If none of the above-mentioned troubleshooting tips helped bring your printer back online, chances are that you’re dealing with some sort of 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.
🖨️ Read more: How to Dispose Of An Old Printer Safely
Fix Your Offline Printer & Other Printer Problems for Good!
Learning how to fix an offline printer can solve your printing issues immediately, other times, it isn’t as simple—especially when your printer is nearing the end of its lifespan.
Get reliable and responsive printers from Canada’s leading printer solutions provider—Busys.ca. We source our devices from reputable brands like Konica Minolta, Canon, and Toshiba. Our team ensures your experience with us is always positive; we offer unparalleled support, so you won’t have to stress yourself when a printer keeps going offline!
Give us a call today to find the best printer for your needs.
