How to fix a printer offline on Windows

Complete guide with multiple methods and troubleshooting

7-10 min read
Expert Verified
Last Updated: August 2025

Quick Answer

To fix a printer that is showing as offline on Windows, you can follow several methods including checking the printer connection, setting it as the default printer, and restarting the print spooler service. Each method addresses different potential causes for the offline status.

Medium⏱ 7-10 min read

Prerequisites & Requirements

Before attempting to fix an offline printer, ensure you have the following:
  • •A Windows PC running Windows 10 or Windows 11.
  • •Administrative access to the computer to change printer settings.
  • •The printer connected to the network or directly to the PC via USB.
  • •Printer drivers installed and up-to-date.
  • •Backup any important print jobs or documents.

Method 1: Check Printer Connection and Status

This method is the first step to troubleshoot an offline printer. It ensures that the printer is properly connected and powered on.
  • •Step 1: Check the physical connection of the printer. Ensure the power cable is plugged in and the printer is turned on.
  • •Step 2: If using a USB printer, ensure the USB cable is securely connected to both the printer and the PC. For network printers, verify the network connection.
  • •Step 3: On your PC, go to 'Settings' by pressing ⊞ Win + I.
  • •Step 4: Navigate to 'Devices' > 'Printers & scanners'.
  • •Step 5: Locate your printer in the list. If it shows 'Offline', right-click on it and select 'See what's printing'.
  • •Step 6: In the print queue window, click on 'Printer' in the menu bar and ensure 'Use Printer Offline' is unchecked.
  • •Step 7: Close the window and check if the printer status changes to 'Ready'.
  • •Step 8: If it doesn't work, restart your printer and PC.

For Windows 11

Windows 11 has a slightly different interface but follows similar steps.
  • •Step 1: Click on the Start button and select 'Settings'.
  • •Step 2: Go to 'Devices' > 'Printers & scanners'.
  • •Step 3: Click on your printer and select 'Manage'.
  • •Step 4: Ensure 'Set as default' is selected and 'Use Printer Offline' is unchecked.

For Windows 10

Windows 10 users can follow these specific steps.
  • •Step 1: Right-click the Start button and select 'Settings'.
  • •Step 2: Click on 'Devices' > 'Printers & scanners'.
  • •Step 3: Find your printer, click on it, and select 'Manage'.
  • •Step 4: Make sure 'Set as default' is checked and 'Use Printer Offline' is not selected.

Method 2: Restart Print Spooler Service

Restarting the print spooler service can resolve many issues related to printer connectivity.
  • •Step 1: Press ⊞ Win + R to open the Run dialog.
  • •Step 2: Type 'services.msc' and press Enter.
  • •Step 3: In the Services window, scroll down to find 'Print Spooler'.
  • •Step 4: Right-click on 'Print Spooler' and select 'Restart'.
  • •Step 5: After restarting, check if the printer status has changed to 'Ready'.

Troubleshooting Common Issues

If the above methods do not resolve the offline issue, consider the following troubleshooting steps:
  • •Error: 'Printer not found' - Solution: Ensure the printer is powered on and connected to the same network as your PC.
  • •Issue: 'Printer queue is stuck' - Fix: Open the print queue, cancel all documents, and restart the print spooler service.
  • •Problem: 'Printer shows offline even when connected' - Workaround: Update or reinstall the printer driver from the manufacturer's website.

Advanced Tips & Shortcuts

For more experienced users, consider these tips to streamline printer management:
  • •Keyboard shortcut: ⊞ Win + R - Opens the Run dialog for quick access to services.
  • •Command line: 'net stop spooler' and 'net start spooler' - Use these commands in Command Prompt to restart the spooler service.
  • •Hidden feature: Windows Troubleshooter - Access it via 'Settings' > 'Update & Security' > 'Troubleshoot' > 'Additional troubleshooters' to automatically diagnose printer issues.

Common Mistakes to Avoid

Avoid these common pitfalls:

Expert Tips

Regular maintenance and updates can prevent most offline issues from occurring.