When your printer displays an offline status on your Windows 10 device, you may be unable to print any documents. This issue generally occurs due to connection issues, incorrect printer settings, out-of-date drivers, or issues with your Print Spooler service. This can affect both wired and wireless printers. However, there are some basic troubleshooting steps you can do to try and identify why your computer is unable to communicate with your printer.
Why Is My Printer Showing Offline on Windows 10?
There could be problems with your printer connection so that it shows up as being offline. This could happen even if your printer is turned on.
Common causes include:
- Connection Issues: The USB cable could be loose, or there may be an issue with the Wi-Fi connection.
- Wrong Printer Settings: The default printer has been chosen incorrectly, or the Use Printer Offline option could be switched on.
- Print Queue: There may be documents stuck in the print queue.
- Outdated drivers: Outdated drivers can cause issues.
- Print Spooler: If this service crashes, then the printer can become unresponsive.
- Wireless Network: If your printer is wireless, then it might go offline if it is connected to a different Wi-Fi.
If you are aware of what could be causing the problem, you can correctly troubleshoot it.
How to Fix a Printer Showing Offline on Windows 10?
Your printer showing an offline status can be solved with the following steps.
1. Check Printer Connection
Ensure that your printer is connected correctly to your PC. If there is a loose connection or the WiFi is disconnected, this could be why you are getting an offline message.
USB Printers
- Ensure that the USB cable is fully plugged in.
- Unplug and plug it back in.
- Try a different USB port.
- Switch your printer off and then on again.
Wireless Printers
- Make sure that your printer is connected to the Wi-Fi.
- Ensure your PC is also connected.
- Restart the router.
- Check that there are no error messages regarding the network on your printer screen.
- When reconnecting, make sure Windows can see the printer.
2. Turn Off Use Printer Offline
Sometimes Windows will show an offline message due to ‘Use Printer Offline’ being switched on within the settings. To fix this switch it off.
- Open Start Menu > Settings.
- Go to ‘Devices’ > ‘Printers & Scanners’.
- Click on your printer and open the queue.
- Click ‘Printer’.
- If ‘Use Printer Offline’ has a tick next to it, click it to turn it off.
- Ensure that ‘Pause Printing’ isn’t turned on.
- Close the print queue and try printing a test page.
Microsoft explains the same setting here: Troubleshooting offline printer problems in Windows (Microsoft Support)
3. Set As Default Printer
If your Windows is trying to print to another printer, your favorite printer may not respond as expected. To help prevent this, set your correct printer as the default.
- Open Settings via Start Menu.
- Select Devices and then Printers & Scanners.
- Choose your favored printer.
- Click ‘Manage’.
- Click ‘Set as default’.
If you can’t see this option, ensure that ‘Let Windows manage my default printer’ is switched off and choose your favorite printer.
4. Clear Print Queue
If there is something stuck in your print queue, your print jobs may not be able to go through. To help fix this issue clear your print queue.
- Open Settings and go to Devices.
- Click ‘Printers & Scanners’.
- Click on your printer and open the queue.
- Right click on any documents stuck in the queue.
- Click ‘Cancel’.
- Once your queue has been cleared, send a new print job.
- Try to see if your printer will respond.
5. Restart Print Spooler
Within Windows there is something called a ‘Print Spooler.’ This is responsible for handling your print jobs and sending them to your printer. Sometimes this will stop responding, causing your documents to get stuck.
- Press Win + R.
- Type in Services. MSC and press Enter.
- Look for ‘Print Spooler’.
- Right-click. Restarted.
- Click ‘Restart’.
Once it has restarted, open up your document and try to print.
6. Update Printer Driver
If your printer drivers are out of date or not compatible, this could cause issues. Updating your drivers can help.
- Right-click on the Start button.
- Open up Device Manager.
- Expand ‘Printers’ or ‘Print queues’.
- Right-click on your printer.
- Click ‘Update driver’.
- Follow the on-screen instructions.
If Windows can’t find the correct update, go to your printer manufacturer’s official support page and look for a compatible driver.
7. Uninstall & Reinstall Printer
If your printer is still showing as offline, uninstalling it and adding it back in can help.
- Open Settings and go to Devices.
- Go to ‘Printers & Scanners’.
- Click on your printer and uninstall.
- Confirm.
- Restart your PC.
- Go back to ‘Printers & Scanners’.
- Click ‘Add a printer or scanner’.
- Choose your device and follow the setup instructions.
Once installed, print a test page to ensure it connects properly.
When Should You Seek Professional Printer Support?
Whilst many of the issues that can occur with offline printers can be resolved by performing some basic troubleshooting, there are situations where further technical support will be needed.
- You should consider contacting technical support if:
- Your printer goes in and out of offline mode.
- Windows is unable to see your printer.
- The Print Spooler keeps crashing.
- Installation of the driver is failing or showing unexpected errors.
- Your wireless printer is unable to connect to the network.
A technical professional can look into the set up of your printer, drivers and connection to find what the problem is.
Still stuck?
printer support through our Printer Services page for connection, driver, network and setup problems. Tell us what is happening and we will guide you to the next step.Describe your printer problem →
Conclusion
Make sure your printer is properly connected either via USB or Wi-Fi. Check your printer settings. Clear your print queue. Restart your Print Spooler. Make sure your drivers are updated. If you are still having issues with your printer being offline you can try removing your printer from windows. Then add your printer back into windows. If you are still having issues you can contact technical support to identify the issue.
FAQs
1. My printer shows as offline; how do I fix this?
This could be due to incorrect settings, connection issues, or the Print Spooler service being turned off. Ensure you are properly connected and ‘Use Printer Offline’ is disabled.
2. How do I change my printer status on Windows 10?
Go to Settings > Devices > Printers & Scanners. Open your printer queue and click on the Printer menu. Uncheck the box next to ‘Use Printer Offline ’.
3. Can having out-of-date drivers cause my printer to show offline?
Yes, if your drivers aren’t up to date or are incompatible, then this can cause issues connecting to your printer. Check Device Manager for any driver updates or install a compatible driver for your printer model.
4. My wireless printer keeps showing as offline. Why?
Your printer may be going offline because of an incorrect link to your printer and Wi-Fi. Ensure they are on the same network.
5. Can I reinstall my printer to fix the issue?
Reinstalling your printer can help improve issues with incorrect device settings or incorrect installation. However, this may not help with issues with your connection or hardware.
6.What causes a printer showing offline on Windows 10 when it is turned on?
Even when the printer is on, Windows can show it as offline because of a lost USB or Wi-Fi connection, the “Use Printer Offline” setting, a stuck print queue, a stopped Print Spooler or an outdated driver. The quick guide near the top of this article matches each symptom to a fix.
7. Do the steps for a printer showing offline on Windows 10 also work on Windows 11?
The steps are very similar. The main difference is the Settings path: go to Bluetooth & devices > Printers & scanners. Microsoft ended support for Windows 10 on October 14, 2025, but the steps in this guide still apply to computers running Windows 10.
8.Is PC Support Expert affiliated with Microsoft, HP, Canon, Epson or Brother?
No. PC Support Expert is an independent technical support provider. We are not affiliated with, authorized by or endorsed by Microsoft or any printer manufacturer. Brand names are trademarks of their respective owners.
Comments