How to fix Windows 11 network printer offline problems?

Are you tired of encountering printer offline issues on your Windows 11? Don’t panic!

In this fast-paced digital era, a malfunctioning printer can be incredibly frustrating. But fear not, as we have compiled a comprehensive guide to troubleshoot and resolve these pesky network printer problems.

From checking power and connection to updating printer drivers and resetting network settings, we’ve got you covered. So, join us as we journey through the world of printer troubleshooting and unveil the secrets to getting your printer back online in no time.

Say goodbye to those pesky offline errors and embark on a seamless printing experience.

1. Check Power And Connection Of Printer

One of the first steps to resolve network printer offline problems in Windows 11 is to ensure that your printer has a steady power supply and a stable connection.

Here’s what you can do:

Make sure your printer is plugged in and turned on.

Check the power cable and ensure it is securely connected to both the printer and the power source.

Confirm that the USB or network cable connecting the printer to your PC is properly plugged in.

If you have a wireless printer, ensure it is connected to the correct network and that the signal strength is strong enough for stable communication.

2. Restart Printer And PC

Restarting both your printer and your PC is a simple yet effective troubleshooting step that can resolve many network printer offline issues.

Follow these steps:

Turn off your printer and unplug it from the power source.

Shut down your PC completely.

After a few seconds, plug in the printer and turn it back on.

Wait for the printer to initialize and establish a connection.

Turn on your PC and let it boot up.

Try printing a test page to see if the issue has been resolved.

3. Update Printer Driver

Outdated or incompatible printer drivers can lead to network printer offline problems.

To update your printer driver in Windows 11, follow these steps:

Press the Windows key + I to open the Settings app.

Click on “Devices” and then select “Printers & scanners” from the left sidebar.

Locate your printer in the list and click on it.

Select “Manage” and then choose “Printer properties.”

In the printer properties window, click on the “Advanced” tab.

Click on the “New Driver” button and follow the on-screen instructions to download and install the latest driver from the manufacturer’s website.

After the driver installation, restart your PC and try printing again.

Remember: It is crucial to always use the correct and up-to-date driver specifically designed for your printer model to ensure smooth network printing operations.

4. Set Printer as Default

In Windows 11, setting your network printer as the default printer can help resolve offline issues and ensure that print jobs are sent to the correct device.

Here’s how:

Open the Settings app by pressing the Windows key + I.

Click on “Devices” and then select “Printers & scanners” from the left sidebar.

Locate your printer, and if it is not already set as the default, click on it and select “Set as default” under the printer name.

This action ensures that any print jobs get directed to the correct printer, reducing the chances of encountering offline problems.

5. Clear Print Queue

A clogged print queue can sometimes cause network printer offline issues.

To clear the print queue, follow these steps:

Open the Settings app by pressing the Windows key + I.

Click on “Devices” and then select “Printers & scanners” from the left sidebar.

Locate your printer and click on it.

Click on “Open queue” to access the print queue.

In the print queue window, click on “Printer” and select “Cancel All Documents.”

Wait for the queue to clear and then try printing again.

Clearing the print queue can resolve any stuck or pending print jobs that may have been causing the network printer to go offline.

6. Check for Windows Updates

Windows updates often bring bug fixes and compatibility improvements, including for printer-related issues.

Here’s how you can check for and install Windows updates:

Press the Windows key + I to open the Settings app.

Click on “Windows Update” from the left sidebar.

Click on the “Check for updates” button and wait for Windows to scan for available updates.

If updates are found, click on “Download” and let Windows install the updates.

Restart your PC if prompted to complete the update installation.

Updating your operating system can help resolve network printer offline problems by ensuring you have the latest software patches and improvements.

7. Run Windows Update Troubleshooter

If you are still experiencing network printer offline problems after updating Windows, you can use the built-in Windows Update Troubleshooter to identify and resolve any update-related issues.

Follow these steps:

Open the Settings app by pressing the Windows key + I.

Click on “System” and navigate to the “Troubleshoot” section from the left sidebar.

Click on “Additional troubleshooters” and then select “Windows Update” from the list.

Click on the “Run” button and follow the on-screen instructions to allow the troubleshooter to scan for and fix any Windows Update problems.

Restart your PC and check if the network printer offline issue has been resolved.

The Windows Update Troubleshooter can identify and automatically fix common issues that may be preventing your printer from working correctly.

8. Restart Print Spooler Service

The Print Spooler service manages print jobs in Windows.

Restarting this service can sometimes resolve network printer offline problems. Here’s how:

Open the Run dialog by pressing the Windows key + R.

Type “services.msc” and press Enter to open the Services window.

Locate “Print Spooler” in the list of services.

Right-click on “Print Spooler” and select “Restart” from the context menu.

Wait for the service to restart and try printing again.

Restarting the Print Spooler service can clear any temporary issues causing your network printer to go offline.

9. Disable “Use Printer Offline” Setting

Windows has a feature called “Use Printer Offline,” which allows users to manually switch a printer to offline mode.

Disable this setting to ensure that your printer is always online and ready to receive print jobs. Here’s how:

Open the Settings app by pressing the Windows key + I.

Click on “Devices” and then select “Printers & scanners” from the left sidebar.

Locate your printer and click on it.

Click on “Open queue” to access the print queue.

In the print queue window, click on “Printer” and uncheck the “Use Printer Offline” option if it is enabled.

Disabling the “Use Printer Offline” setting ensures that your network printer remains connected and accessible. This can help resolve offline problems.

10. Reset Network Settings

If all else fails, resetting your network settings can often resolve network printer offline issues.

Follow these steps:

Open the Settings app by pressing the Windows key + I.

Click on “Network & internet” from the left sidebar.

Scroll down and click on “Network reset.”

Click on the “Reset now” button and confirm your action.

Wait for Windows to reset the network settings, and then restart your PC.

Note: Resetting network settings will remove any saved Wi-Fi networks, VPN configurations, and other network-related settings. Make sure you have the necessary network credentials before proceeding.

11. Contact Printer Manufacturer Support if Needed

If you have followed all the steps above and continue to experience network printer offline problems, it is advisable to reach out to the printer manufacturer’s support team.

They can provide specialized assistance and troubleshooting tailored to your specific printer model and network setup.

12. Assign Static IP Address to Printer

Assigning a static IP address to your printer can help maintain a consistent and reliable network connection, potentially resolving network printer offline problems.

Here’s how:

Access your router’s configuration settings by entering its IP address into a web browser.

Find the section dedicated to DHCP or IP settings.

Locate your printer’s MAC address, which is typically printed on the back or side of the printer.

Assign a specific IP address to your printer by entering the MAC address and desired IP address in the appropriate fields.

Save the changes and restart your router and printer.

Assigning a static IP address ensures your printer always uses the same network settings, reducing the chances of connectivity issues.

13. Check Router Firewall Settings

Your router’s firewall settings can sometimes block the communication between your PC and printer, leading to network printer offline problems.

Follow these steps to check and adjust your router’s firewall settings:

Access your router’s configuration settings by entering its IP address into a web browser.

Locate the firewall settings section.

Disable or adjust the firewall settings to allow communication between your PC and printer.

Save the changes and restart your router and printer.

It is essential to strike a balance between security and functionality when configuring your router’s firewall settings.

14. Change WiFi Network Name if Necessary

If your network printer continuously goes offline, changing the Wi-Fi network name (SSID) can sometimes help establish a more stable connection.

Here’s how:

Access your router’s configuration settings by entering its IP address into a web browser.

Locate the wireless settings section.

Change the Wi-Fi network name (SSID) to a unique and easy-to-remember name.

Save the changes and restart your router and printer.

Changing the network name can help refresh the connection and address any compatibility issues causing the network printer to go offline.

15. Disable VPN Connections

If you are using a VPN (Virtual Private Network) connection, it may interfere with your printer’s network communication, leading to offline problems.

Disabling the VPN can often resolve this issue. Here’s how:

Open the Settings app by pressing the Windows key + I.

Click on “Network & internet” from the left sidebar.

Click on “VPN” and disable any active VPN connections.

Disabling the VPN will allow your printer to communicate directly with your local network, potentially resolving the offline problem.

16. Check Firewall Settings of Security Software

If you have security software installed on your PC, its firewall settings can sometimes block the necessary communication between your printer and computer.

Adjusting the firewall settings or temporarily disabling the security software can help troubleshoot network printer offline problems. Here’s what you can do:

Open your security software’s settings or control panel.

Locate the firewall settings section.

Disable or adjust the firewall settings to allow communication between your PC and printer.

Save the changes and try printing again.

Remember to re-enable the security software’s protection after troubleshooting the network printer offline issue.

17. Reinstall Printer, Driver, and OEM Software if Necessary

If none of the previous steps have resolved the network printer offline problem, reinstalling the printer, driver, and OEM software can help address any underlying issues.

Follow these steps:

Open the Settings app by pressing the Windows key + I.

Click on “Devices” and then select “Printers & scanners” from the left sidebar.

Locate your printer and click on it.

Select “Remove device” to uninstall the printer.

After uninstallation, restart your PC.

Download the latest driver and OEM software from the printer manufacturer’s official website.

Install the driver and software following the provided instructions.

Restart your PC and try printing again.

Reinstalling the printer, driver, and OEM software can ensure a clean installation, eliminating any potential conflicts or corrupted files causing the network printer to go offline.

18. Uninstall and Reinstall Printer

If the previous step did not resolve the network printer offline issue, you may need to uninstall and reinstall the printer completely.

Follow these steps:

Open the Settings app by pressing the Windows key + I.

Click on “Devices” and then select “Printers & scanners” from the left sidebar.

Locate your printer and click on it.

Select “Remove device” to uninstall the printer.

After uninstallation, restart your PC.

Reconnect your printer to your PC following the manufacturer’s instructions.

Windows should automatically detect the printer and guide you through the installation process.

Uninstalling and reinstalling the printer ensures that Windows establishes a fresh connection and configuration with the printer, potentially resolving any persistent network printer offline problems.

19. Reset Print Spooler

If the print spooler service is experiencing issues, resetting it can help resolve network printer offline problems.

To reset the print spooler in Windows 11, follow these steps:

Open the Run dialog by pressing the Windows key + R.

Type “services.msc” and press Enter to open the Services window.

Locate “Print Spooler” in the list of services.

Right-click on “Print Spooler” and select “Properties” from the context menu.

In the properties window, click on the “Stop” button to halt the print spooler service.

Wait a few seconds, and then click on the “Start” button to restart the print spooler service.

Try printing again to check if the network printer offline problem has been resolved.

Resetting the print spooler can clear any issues or stuck print jobs that may be causing the network printer to go offline.

20. Reset Printer

If none of the previous steps have resolved the network printer offline issue, resetting the printer to its factory settings can sometimes help.

Consult the printer’s manual or manufacturer’s instructions to perform a reset specific to your printer model. This process may vary for different printers.

By resetting the printer, you restore it to its default settings, potentially eliminating any unknown configurations or conflicts causing the network printer to remain offline.

In conclusion, printer offline problems can be frustrating and disrupt your workflow. However, by following the troubleshooting tips provided above, you can efficiently resolve these issues and ensure efficient printing solutions in Windows 11.

If the problem persists, reaching out to the printer manufacturer’s support team can provide additional assistance tailored to your specific printer model and network setup.