How to Fix Printer Offline Error (Windows & macOS)

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How to Fix Printer Offline Error (Windows & macOS)

printer offline error is one

Introduction

The printer offline error is one of the most common issues faced by home and office users. It usually appears when your computer cannot communicate properly with the printer—even though the device is powered on. This guide explains why the printer goes offline and provides step-by-step fixes for Windows and macOS.

What Does “Printer Offline” Mean?

When a printer is marked as offline, the operating system cannot send print jobs to it. This may be caused by:

  • Connection problems (USB, Wi-Fi, or network)

  • Incorrect printer settings

  • Outdated or corrupted printer drivers

  • Spooler or system service issues

Quick Checks Before Troubleshooting

Start with these basic checks:

  • Ensure the printer is powered on

  • Check USB cable or Wi-Fi connection

  • Restart the printer and computer

  • Make sure the printer display shows Ready, not Error

If the issue persists, continue below.

Fix Printer Offline Error on Windows

1. Set Printer as Default

  1. Open Settings → Bluetooth & devices → Printers & scanners

  2. Select your printer

  3. Click Set as default

This ensures Windows sends jobs to the correct device.

Printer Not Responding After Driver Update

2. Disable “Use Printer Offline”

  1. Open Control Panel → Devices and Printers

  2. Right-click your printer → See what’s printing

  3. Click Printer (top menu)

  4. Uncheck Use Printer Offline

3. Restart Print Spooler Service

  1. Press Win + R, type services.msc

  2. Find Print Spooler

  3. Right-click → Restart

This clears stuck print jobs.

4. Reinstall or Update Printer Driver

An outdated driver is a frequent cause of offline errors.

  • Download the latest official driver for your printer model

  • Remove the old driver

  • Install the updated version and restart

👉 Recommended reading:
Complete Printer Driver Guide 2025: Download, Install, Update, and Troubleshoot Safely

Fix Printer Offline Error on macOS

1. Reset Printing System

  1. Open System Settings → Printers & Scanners

  2. Right-click in the printer list

  3. Choose Reset printing system

  4. Re-add your printer

2. Check macOS Permissions

  • Go to System Settings → Privacy & Security

  • Allow printer software if blocked

  • Approve any driver prompts

3. Re-add the Printer Manually

  1. Open Printers & Scanners

  2. Click +

  3. Add the printer via:

    • IP address, or

    • Wi-Fi / Bonjour

Network & Wi-Fi Printer Fixes

If you use a wireless printer:

  • Ensure printer and computer are on the same network

  • Avoid guest Wi-Fi networks

  • Restart your router

  • Assign a static IP to the printer (advanced users)

Common Causes & Solutions (Summary)

ProblemSolution
Printer shows offlineDisable “Use Printer Offline”
Driver outdatedReinstall latest driver
Wi-Fi printer not detectedRestart router & printer
Jobs stuck in queueRestart Print Spooler
macOS can’t connectReset printing system

Prevent Printer Offline Errors

  • Keep printer drivers updated

  • Avoid sleep mode on network printers

  • Use official manufacturer software

  • Restart printer weekly for stability

Conclusion

A printer offline error is usually caused by connection settings or driver issues, not hardware failure. By following the steps above, you can restore your printer to online status quickly on both Windows and macOS.

For model-specific solutions, see our printer driver and troubleshooting guides linked throughout this site.

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