My printer is on, but Windows still says it is offline. Why?

Windows has a setting called 'Use Printer Offline' that sometimes switches itself on, even when the printer is working. Turning it off in the printer settings usually fixes it without doing anything to the printer itself.

Why does my printer go offline every few days?

This is usually a sign that the printer is losing its connection to the Wi-Fi each time the router restarts. A newer printer or a wired connection solves it permanently. We can sort this out during a visit.

Is it worth fixing or should I buy a new printer?

For most printers under five years old, it is worth fixing. Offline errors are almost always software or network problems, not printer faults. If the printer is much older or also has print quality problems, replacement may be more sensible.

Help Guides

Why does my printer say it is offline?

An offline printer is one of the most confusing errors you can get. The printer is on, the lights are lit, and yet your computer insists it is not there. The cause is almost always one of a handful of things.

Quick Answer

Nine times out of ten this is a software problem, not a printer problem. Restart the printer, restart the computer, and make sure Windows does not have "Use Printer Offline" ticked. If those do not work, the printer has usually lost its Wi-Fi connection and needs to be set up again.

Not interested in poking around menus and settings? That is completely fine. We sort out offline printers every week across Durham Region. Give us a call.

Find the situation that matches yours

Below are the five most common reasons a printer shows as offline. Read through and see which sounds closest to what is happening with yours.

Windows "Use Printer Offline" is ticked
This is the single most common cause and has nothing to do with the printer itself. Windows has a setting that lets you pause the printer and it sometimes switches on by accident. Open Settings, Bluetooth and devices, Printers and scanners, tap your printer, open the print queue, and make sure "Use Printer Offline" is not selected in the menu. Tick it off and the printer usually comes back instantly.
The USB cable has worked loose
If your printer connects with a cable rather than Wi-Fi, the connection at the back of the printer is the first thing to check. These cables can work themselves loose if the printer gets moved or bumped. Unplug it at both ends, push it firmly back in, and try again. A different USB port on the computer is also worth trying.
The printer has dropped off Wi-Fi
Wireless printers can lose their connection after a router restart, a power cut, or a Wi-Fi password change. The printer may still say it is connected on its own screen but your computer no longer sees it. Our full printer Wi-Fi guide walks through the common causes and how we handle each one.
The print queue is jammed
If an old print job got stuck in the queue, newer ones will not go through, and the printer may show as offline as a result. Open the print queue for your printer, and cancel any documents waiting in the list. Then turn the printer off and back on. The queue clears and the next print usually goes through.
The printer driver has become corrupted
The driver is the software on your computer that lets it talk to the printer. Drivers occasionally get corrupted after a Windows update and the computer stops recognising the printer properly. Removing the printer and adding it again normally fixes it. If it does not, a fresh driver from the printer maker's website is the next step, and that is something we handle during a visit so you do not end up installing the wrong one.

Rather not spend the afternoon fighting with this?

We handle offline printers across Ajax, Pickering, Whitby and Oshawa and have the whole thing sorted in one visit.

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A simple order to try things in

If you are not sure which situation matches, try them in this order and stop as soon as one works. Turn the printer off and back on. Restart the computer. Clear the print queue. Check the "Use Printer Offline" setting. If your printer is wireless, check it still shows connected to Wi-Fi on its own screen. Most offline errors are solved before you get to the end of that list.

When to call us instead

Call us if the printer has been offline for more than a day, if it keeps going offline every few days, or if you have already tried the steps above with no luck. We handle this under our printer help service and can also connect the printer to your phone during the same visit if you would like, as covered in our phone printing guide.

Get help today

We fix offline printers, clear jammed queues, and reconnect wireless printers properly. One visit, flat-fee pricing.

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FAQ

Common questions about offline printers

My printer is on, but Windows still says it is offline. Why?: Windows has a setting called "Use Printer Offline" that sometimes switches itself on, even when the printer is working. Turning it off in the printer settings usually fixes it without doing anything to the printer itself.
Why does my printer go offline every few days?: This is usually a sign that the printer is losing its connection to the Wi-Fi each time the router restarts. A newer printer or a wired connection solves it permanently. We can sort this out during a visit.
Is it worth fixing or should I buy a new printer?: For most printers under five years old, it is worth fixing. Offline errors are almost always software or network problems, not printer faults. If the printer is much older or also has print quality problems, replacement may be more sensible.