Why Is My Printer Offline?

Last Updated on April 19, 2023 by Christian Ralph

Even with today’s advancements in technology, printer issues are still a frequent occurrence for some people. When you’re running a business, there is nothing worse than receiving a message telling you that your printer is offline and not knowing how to fix it.

In this blog post, we’ve explained the possible reasons why you’ve got an offline printer, and how you can fix it.

If your printer is showing an offline message, it means it’s having a hard time communicating with your computer. There can be several reasons for this, from connectivity issues to a fault with your printer. Whatever the reason, there are several checks you can do to determine which issue you’re facing.

Why do printers go offline?

Printers can appear to be offline if they can’t communicate with your PC. Occasionally when printing, the device or computer thinks the printer is offline even when it is ready to start printing. This can be caused by an error between the device and the printer.

This can be as simple as a disconnected cable, or an tryerror occurring due to a paper jam. However, it can also indicate a problem with your driver or software. Old age or a lack of updates can cause this, and if this is the reason your printer is offline, you will have to troubleshoot it.

How to get your printer back online

Printers can go offline for a variety of reasons, here are some of the main things to check to get you printing again.

Check your connection

The first port of call is to double check your printer’s connection with your computer. You should look at the network cable connecting your printer to your router and check the USB cable connecting your printer to your PC or laptop. If all these connections look to be working, try moving your cables to alternative ports.

If you have a wireless printer, checking the connection can be slightly trickier. For example, on a wireless model such as the Xerox C315, you should enter the ‘set-up’ mode on your printer. Select the ‘network settings’ function and press ‘confirm network settings’. This will show you the status of your network setting. You can then print a status sheet to give you a detailed breakdown of your connection.

Check your print drivers are up to date

A common reason for a printer to go offline is out of date drivers.

A printer driver is a specialised program designed to allow communication between your printer and computer.

Printer drivers will need to be specifically designed based on your printer’s manufacturer and the operating system of your computer.

Outdated printers can lead to some of your printers features being made unavailable or may even lead to your printer going offline completely.

The latest drivers will be available from your printer manufacturers support website. For more help with installing or updating your printer driver read our detailed guide.

Try restarting your printer

If your connection is working but your printer is offline, you can try restarting your machine. This can reboot your model and can sometimes help your printer to pick up the connection.

Clear the print jobs

Still asking yourself why is my printer offline? Well, one document could have caused your printer to go offline. To combat this, try clearing all your print jobs by pressing ‘cancel all documents’. This will clear the printing queue and allow you to restart your model.

Check for paper jams

Paper jams are a nuisance and can lead to your printer going temporarily offline.

Paper jams can occur for several reasons, but the most common cause is improper use.

Ensure paper is loaded correctly paying particular attention to paper loaded into additional trays ensuring paper is neatly installed and of appropriate size.

Additionally, ensuring media used does not exceed the maximum paper weight limit of your printer is essential in avoiding paper jams.

To clear paper jams, refer to your printer’s manual and ensure that the printer is turned off and has cooled down before attempting to remove the jam.

Remove and reinstall your printer

Another way you can fix an offline printer is to remove the printer from your PC or laptop and reinstall it.

1. To remove your printer, simply open the ‘devices and printers’ in your computer’s control panel. Right-click the model you’d like to remove and select ‘remove’.
2. You now need to reinstall your printer to your computer. This usually involves simply connecting your printer to your computer with a USB cable and turning it on. However, if you’re reinstalling a wireless printer, you should first make sure your printer is turned on prior to attempting connection.
3. Open your computer settings, click ‘change PC settings’, open ‘PC and devices then select ‘devices’.
4. Click ‘add a device’ and then simply select your printer model to install it.

Following these steps should allow you to fix any offline printer. If you have any other issues with offline printing, either get in touch with the manufacturer of your printer or speak to one of our printer experts.

Purchasing a printer from Printerland

Printerland stocks a broad range of printers from leading manufacturers including Xerox, HP, Kyocera and more. With models available to suit all budgets and feature requirements, users can find a printer that perfectly suits their needs.

All our models are available for instant purchase directly from the Printerland website or if you require more advice, why not contact one of our printer experts for professional assistance with your purchase.