Few things are as frustrating as needing to print something quickly and finding your printer marked “offline,” even though it is plugged in, powered on, and connected to the same Wi-Fi network as your computer. This happens on both Windows 11 and Mac, usually after a router restart, a software update, or the printer going to sleep. The good news is that the fix is almost always quick and does not require calling support. This guide walks through the exact steps Microsoft and Apple recommend, in the order most likely to solve the problem fastest.
Quick Answer
Most offline printer errors are fixed by restarting the printer and router, clearing the stuck print queue, and setting the printer as the default device again. On Windows 11, restarting the Print Spooler service solves the majority of remaining cases. On a Mac, resuming the printer in System Settings or removing and re-adding it clears almost everything else. Only reset the entire printing system as a last resort.
Before You Start
- A printer that is powered on and connected to the same network as your computer, or connected by USB
- A Windows 11 PC or a Mac running a recent version of macOS, such as macOS Tahoe
- An admin account on the computer, since some steps need admin permission
- A few minutes, since most fixes here take under 5 minutes each
Why Printers Show Up as Offline
A printer usually is not actually broken when it shows “offline.” In most cases, the computer has simply lost track of it. This happens when the printer goes to sleep to save power, when a router restart gives the printer a new IP address, when a Windows update changes print driver settings, or when a stuck job jams the print queue and blocks every job after it. Working through the steps below in order clears these causes one at a time, starting with the fastest fixes first.
How to Fix a Printer Showing Offline on Windows 11
1. Restart the printer and your router
Turn the printer off, unplug it for about 30 seconds, then plug it back in and let it fully restart. Do the same with your router if you can. This forces both devices to reconnect and often clears the issue on its own.
2. Confirm the printer is on the same network
Check the printer’s own display or settings menu to confirm it is connected to the same Wi-Fi network your PC uses, not a neighboring network or a guest network. A strong, stable Wi-Fi connection matters here just as much as it does for streaming or gaming.
3. Set the printer as your default device
Go to Settings > Bluetooth & devices > Printers & scanners, select your printer, and choose Set as default. Windows sometimes quietly switches the default printer after an update.
4. Clear the stuck print queue
In the same Printers & scanners menu, select your printer, open Print queue, and choose Cancel all. A single stuck job is one of the most common causes of an “offline” status.
5. Restart the Print Spooler service
Search for Services in the Start menu, find Print Spooler in the list, right-click it, and select Restart. This service manages every print job on the PC, and restarting it fixes most stubborn offline errors.
6. Remove and reinstall the printer
If the printer is still offline, remove it from Printers & scanners and use Add device to reinstall it. Windows will usually redownload the correct driver automatically.
7. Run the built-in printer troubleshooter
Open the Get Help app and search for printer problems, or search “Fix printer problems” from the Start menu, to run Microsoft’s automated printer troubleshooter, which checks all of the above for you.
How to Fix a Printer Showing Offline on a Mac
1. Open the printer queue
Go to Apple menu > System Settings > Printers & Scanners, then double-click your printer to open its queue window.
2. Resume the printer if it is paused
If the queue shows the printer as paused, click Resume. This alone fixes many “offline” messages on a Mac, according to Apple’s official printing troubleshooting guide.
3. Clear stuck jobs
Select any job stuck at the top of the queue and click the Delete Job button, then try printing again.
4. Update the printer driver
While still in Printers & Scanners, select your printer and check that the driver listed matches the latest version from the manufacturer’s website.
5. Remove and re-add the printer
Select the printer in the list, remove it, then click Add Printer, Scanner, or Fax to set it up again from scratch. This resolves most connection mismatches after a macOS update.
6. Reset the printing system as a last resort
Warning: this step deletes every printer, saved preset, and completed job from your Mac, and you will need to add your printers again afterward. Only use it if nothing else has worked. Control-click an empty area of the printer list and choose Reset printing system.
Still Showing Offline? Try These Advanced Fixes
- Update the printer’s firmware from the manufacturer’s app or website, since outdated firmware can cause network printers to drop off silently.
- Switch to a USB connection temporarily to confirm whether the problem is the printer itself or the Wi-Fi connection.
- Check which Wi-Fi band the printer uses. Many printers only support the 2.4GHz band, and connecting your router’s 5GHz network alone can leave the printer unable to join.
- Give the printer a static IP address through your router settings so it does not change every time the router restarts, which is also useful after updating to a new Windows 11 version that may reset network settings.
Tips to Stop Your Printer Going Offline Again
Keep the printer’s firmware and drivers updated, avoid unplugging your router while the printer is mid-job, and set the printer to stay awake or reduce its sleep timer if it supports one. If you manage a MacBook alongside the printer, checking its power and battery settings in macOS Tahoe is a good habit while you are already in System Settings.
Frequently Asked Questions
Why does my printer keep going offline?
Most often it is a router restart that changed the printer’s IP address, a printer sleep mode, or a stuck job blocking the queue. Restarting both devices and clearing the queue solves the majority of cases.
How do I take my printer off offline mode?
On Windows 11, open Printers & scanners, select the printer, and set it as default, or restart the Print Spooler service. On a Mac, open the printer queue in System Settings and click Resume.
Why does my printer say offline when it is connected to Wi-Fi?
The computer and printer can both be on Wi-Fi but not actually able to see each other if the printer joined a guest network, a different band, or lost its old IP address after a router restart.
Does restarting the printer fix the offline error?
Yes, in a large share of cases. A full power cycle, unplugging for 30 seconds and reconnecting, clears temporary network and memory glitches inside the printer.
How do I reset the printing system on a Mac?
Control-click an empty space in the Printers & Scanners list and choose Reset printing system. This is a last resort since it removes every saved printer and preset.
Is it safe to reinstall a printer driver?
Yes. Removing and re-adding a printer, or reinstalling its driver from the manufacturer’s site, does not affect saved documents and typically resolves the issue faster than more advanced fixes.
Final Advice
An offline printer almost always means a broken connection, not a broken printer. Work through the steps in order, starting with a simple restart and the print queue, before moving on to reinstalling the printer or resetting the printing system. Most people never need to go past step 4 or 5.
Leave a Comment