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Resolving 'Printer Offline' Issues on Network and Wireless Printers

Mills Stanley Updated by Mills Stanley

Printer Offline

Printers can become "offline" for various reasons, especially when connected to a network or via Wi-Fi. This issue can be frustrating, especially when you’re in the middle of an important task. In this guide, we will explore the reasons behind the “printer offline” status, and offer solutions to get your printer back online, whether it's a network or wireless printer.

Common Causes of 'Printer Offline' Status

Before diving into troubleshooting, let’s review some common causes of the printer showing as "offline" on your computer:

  1. Connection Issues: The printer is not properly connected to the network or computer.
  2. Printer is Turned Off or in Sleep Mode: A simple but often overlooked issue is that the printer may be turned off or has gone into a low-power sleep mode.
  3. Network Problems: Interruption in the Wi-Fi or LAN connection between the printer and your network can result in the printer appearing offline.
  4. Wrong Printer as Default: Another printer is set as the default, and your current one is offline.
  5. Driver Issues: Outdated or corrupt printer drivers can lead to the printer failing to communicate with your computer.
  6. Print Queue Problems: A stuck print job in the queue may prevent new jobs from being processed, making the printer appear offline.
  7. Firewall or Security Software: Sometimes security settings or firewalls block the printer from connecting properly.

Solutions for Network and Wireless Printers Showing Offline

Here are the steps to troubleshoot and resolve the issue.

1. Check Printer Power and Connection

The first step is to ensure your printer is turned on and properly connected to the network. If it’s a wireless printer, check that it is connected to the correct Wi-Fi network.

  • Ensure the Printer is Powered On: Make sure that the printer is not in sleep mode. Restarting the printer can often refresh its connection to the network.
  • Check Cables: For wired network printers, ensure that the Ethernet cable is securely connected. For wireless printers, make sure the Wi-Fi signal is strong.
2. Verify Printer's Network Connection

Ensure the printer is connected to your network:

  • For a wireless printer, print a network configuration page directly from the printer. This page will show the printer’s IP address and network status. If it shows "disconnected" or no IP address, reconnect the printer to your Wi-Fi network.
  • For wired printers, check the status lights on the Ethernet port. A blinking light typically indicates a successful connection.
Reconnect Your Wireless Printer to the Network:
  • Use the printer’s control panel to navigate to the network settings.
  • Select your Wi-Fi network and re-enter the password if required.
  • Some printers offer a WPS (Wi-Fi Protected Setup) option. If your router supports WPS, press the WPS button on your router and then select the corresponding option on your printer to reconnect.
3. Restart Printer, Router, and Computer

Restarting devices can fix temporary glitches:

  1. Turn off your printer, router, and computer.
  2. Restart the router first, allowing it to fully reboot.
  3. Turn the printer back on and let it reconnect to the network.
  4. Finally, restart your computer.

Once everything is back on, check if the printer is now showing as online.

4. Set Printer as Default

Sometimes your computer may automatically switch the default printer to another device that is not online. To resolve this:

  • Go to Settings > Devices > Printers & Scanners (on Windows) or System Preferences > Printers & Scanners (on Mac).
  • Find your printer and right-click (or control-click on Mac), then select Set as Default Printer.
  • Try printing again and check if the printer comes back online.

5. Clear the Print Queue

A jammed print queue can prevent new print jobs from being processed, making the printer appear offline. Clearing the queue may help resolve this:

  • On Windows:
    1. Go to Control Panel > Devices and Printers.
    2. Right-click on your printer and select See what’s printing.
    3. Cancel all print jobs by selecting Cancel all documents.
  • On Mac:
    1. Go to System Preferences > Printers & Scanners.
    2. Select your printer and click Open Print Queue.
    3. Delete any stuck print jobs.

After clearing the queue, try printing again to see if the printer is now online.

6. Reinstall or Update Printer Drivers

Outdated or corrupt printer drivers can cause your printer to show as offline. Installing the latest driver for your printer can resolve many connectivity issues.

Updating Printer Drivers on Windows:
  • Go to Device Manager by typing it in the search bar.
  • Locate your printer under the Printers or Print queues section.
  • Right-click the printer and select Update Driver.
  • Choose the option to search automatically for updated driver software.
Updating Printer Drivers on Mac:
  • Go to System Preferences > Software Update.
  • Check if there are any updates for your printer.
  • Alternatively, visit the Epson or manufacturer’s website to manually download and install the latest drivers for your printer model.

7. Check Printer’s IP Address

The printer’s IP address may have changed if you restarted the router or printer, causing the computer to lose track of the device. To resolve this:

  • Print a Network Configuration Page from your printer to find its current IP address.
  • On Windows, go to Control Panel > Devices and Printers > Right-click your printer > Printer Properties.
  • Select the Ports tab and ensure the IP address matches the one shown on the printer's configuration page.
  • On Mac, go to System Preferences > Printers & Scanners. Highlight your printer, click Options & Supplies, and verify the IP address.

If the IP address has changed, you may need to manually update it in the printer settings on your computer.

8. Disable Use Printer Offline Mode

Windows users may sometimes accidentally enable the "Use Printer Offline" setting, which forces the printer to appear offline.

  • Go to Control Panel > Devices and Printers.
  • Right-click on your printer and select See what’s printing.
  • Uncheck Use Printer Offline from the menu if it’s selected.

9. Check Firewall or Antivirus Settings

Security software or firewalls can sometimes block the printer’s connection to your computer. If you suspect this is the issue, temporarily disable your firewall or antivirus software to see if the printer comes back online.

If the printer works with the security software disabled, you may need to adjust the firewall settings to allow communication with the printer.

10. Reset the Print System (Mac)

If you're on a Mac and nothing else works, resetting the print system may help:

  1. Go to System Preferences > Printers & Scanners.
  2. Right-click on the printer list and select Reset Print System.
  3. This will remove all printers from your system. You can then re-add the printer by clicking + and selecting your printer from the list.

Advanced Solutions for Persistent 'Printer Offline' Issues

If the basic troubleshooting steps don’t resolve the issue, here are a few advanced methods to try:

1. Assign a Static IP Address to Your Printer

If your printer's IP address changes frequently, assigning a static IP address will ensure that your computer always connects to the correct address:

  • Access your router’s settings and assign a static IP to your printer using its MAC address.
  • Once assigned, update the printer’s IP settings on your computer.
2. Use a Different Connection Method
  • If your printer supports it, try connecting via Bluetooth, USB, or an Ethernet cable to see if the issue is specific to Wi-Fi.
  • Consider using Wi-Fi Direct, where the printer creates its own direct wireless network that your devices can connect to.
3. Factory Reset the Printer

If all else fails, performing a factory reset on your printer can restore default settings and may resolve persistent issues:

  • Access the printer’s settings and look for the option to reset to factory defaults. Note that this will erase all settings, so you’ll need to reconnect it to your network afterward.

Conclusion

Printer offline issues, especially with network and wireless printers, are common but solvable. By following these troubleshooting steps, you can identify and resolve the underlying problem. Whether it’s a simple connection issue, outdated drivers, or a more complex network configuration, the goal is to bring your printer back online so you can get back to printing without interruption.

If these steps don’t resolve the issue, you may need to contact your printer’s manufacturer for further support or seek professional help.

FAQ For Printer Offline

1. Why is my printer showing as offline?

The printer might be offline due to connectivity issues, driver problems, a stuck print queue, or network disruptions. It could also happen if the printer is turned off, in sleep mode, or not connected to the correct network.

2. How do I bring my printer back online?
  • Check connections: Ensure the printer is powered on and connected to the network or computer.
  • Restart devices: Reboot your printer, router, and computer.
  • Set as default printer: Go to Settings > Printers & Scanners and set the correct printer as the default.
  • Clear the print queue: Remove any stuck print jobs.

3. How do I stop my printer from going offline?

  • Assign a static IP address to your printer to prevent connection issues.
  • Keep your printer’s drivers up-to-date.
  • Disable the "Use Printer Offline" option on Windows.
4. How do I check if my printer is connected to the network?

Print a network configuration page directly from the printer. This will display the printer’s network status and IP address. Ensure the printer is connected to the correct Wi-Fi network.

5. Why does my wireless printer keep going offline?

Wireless printers can go offline due to weak Wi-Fi signals, interference, or changes in IP address. Ensure the printer is within range of the router and consider assigning a static IP to maintain a stable connection.

6. How do I update my printer drivers?
  • Windows: Use Device Manager or download drivers from the printer manufacturer’s website.
  • Mac: Go to System Preferences > Software Update.
7. How do I check if the "Use Printer Offline" mode is enabled?

On Windows:

  • Go to Control Panel > Devices and Printers.
  • Right-click your printer, select See what’s printing, and ensure Use Printer Offline is unchecked.
8. What should I do if my printer’s IP address changes frequently?

Assign a static IP address through your router settings, ensuring the printer always uses the same address.

9. How can firewall or antivirus software affect my printer?

Firewalls or security software may block the printer’s communication with your computer. Try temporarily disabling them to see if the printer comes back online, then adjust settings to allow the connection.

10. What do I do if none of the solutions work?

If none of the above steps resolve the issue, try reinstalling the printer driver, resetting network settings, or contacting the printer manufacturer for further support.

Let me know if you'd like more details on any of these points!

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