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A Windows 11 printer can stop working because of a disconnected cable, a stuck print job, a stopped Print Spooler service, an incorrect default printer, a damaged driver, or an error on the printer itself. Start with the quick checks, then follow the section that matches what you see: Offline, Not found, Printer in error state, or documents stuck in the queue.
1. Check the printer itself first
Before changing Windows settings, check the printer’s display and lights. Windows may report a generic error when the actual problem is physical.
- Remove paper jams, including small torn pieces behind the rear access panel and around the rollers.
- Load paper and confirm that the tray guides match the paper size.
- Close every cover and cartridge or toner door.
- Replace an empty cartridge or toner if the printer refuses to print.
- Check for a firmware, hardware, or maintenance message on the printer display.
For a paper jam, turn the printer off and unplug it before reaching into the paper path. Do not force a roller or cartridge that is stuck.
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USB printers
- Push the USB cable firmly into the printer and PC.
- Try a different USB port on the computer.
- Turn the printer off, unplug it, and wait 30 seconds.
- Reconnect it, turn it on, and wait for Windows to detect it.
Avoid testing through a USB hub if possible. Connect the printer directly to the PC while troubleshooting.
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Wi-Fi printers
The printer and PC must be connected to the same local Wi-Fi network. Check the printer’s network menu or display rather than assuming it is still connected. A printer on a guest network, a different wireless network, or an isolated network segment may not appear in Windows.
If the printer recently changed networks or its router was replaced, reconnect it to Wi-Fi using the printer’s own wireless setup menu before trying to add it again in Windows.
Bluetooth printers
Turn on Bluetooth on both devices and keep the printer within range. To remove and pair the printer again, open Start > Settings > Bluetooth & devices > Devices, locate the printer, remove it, and then pair it again.
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On Windows 11, Microsoft’s current printer troubleshooting workflow is in the Get Help app, not the older standalone troubleshooter menu.
- Open Get Help from the Start menu.
- Search for or open the Printer troubleshooter.
- Allow Get Help to diagnose the printer and apply its recommended fixes.
Run this before making more complicated changes. It can identify common connection, queue, and configuration problems automatically.
4. Add or reinstall the printer in Windows 11
The current Windows 11 printer menu is:
Start > Settings > Bluetooth & devices > Printers & scanners
To add a printer:
- Turn on the printer and connect it by USB or to the same network as the PC.
- Open Printers & scanners.
- Select Add device next to Add a printer or scanner.
- Wait for the list to populate. Detection can take several minutes.
- Select Add device beside the correct printer.
If Windows does not find it, select Add device, then choose Add manually or The printer that I want isn’t listed, depending on the Windows 11 build. Follow the manual-add wizard and select the connection type that matches the printer.
Remove and reinstall an existing printer
- Go to Start > Settings > Bluetooth & devices > Printers & scanners.
- Select the problem printer.
- Select Remove and confirm with Yes if prompted.
- Restart the PC.
- Return to Printers & scanners and select Add device.
Windows includes drivers for many printers. After reinstalling, check Windows Update and look for a Find drivers button next to the printer. The basic driver may provide printing while omitting features such as scanning, duplexing, or advanced color controls.
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5. Select the correct default printer
Windows can automatically change the default printer to the one you used most recently. That is useful on a laptop, but it can send a document to the wrong printer.
- Open Start > Settings > Bluetooth & devices > Printers & scanners.
- Under Printer preferences, turn Let Windows manage my default printer off.
- Select the printer you actually want to use.
- Select Set as default.
If Set as default is missing, Windows is probably still managing the default printer automatically. Disable the setting first.
6. Clear a stuck print queue
A damaged or stalled print job can block every document behind it and make the printer look offline.
- Open Start > Settings > Bluetooth & devices > Printers & scanners.
- Select the printer.
- Select Open print queue.
- Select the … menu.
- Select Cancel all.
If individual jobs are displayed instead, right-click the problem job and select Cancel. Wait for the queue to empty before sending another document.
7. Turn off “Use Printer Offline” and “Pause Printing”
If the printer is powered on but Windows shows Offline, open its queue:
Start > Settings > Bluetooth & devices > Printers & scanners > [printer] > Open print queue
Open the Printer menu if it is available. Clear both Pause Printing and Use Printer Offline if either option is selected.
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8. Restart the Print Spooler
The Print Spooler manages Windows print jobs and communication with installed printers. Restarting it can fix a missing printer, an application that hangs when printing, or a queue that will not refresh.
Using Services
- Press Windows key + R.
- Type
services.mscand press Enter. - Find Print Spooler.
- Right-click it and select Restart.
- If it is stopped, select Start instead.
Open the service’s properties if necessary and set Startup type to Automatic.
Using an administrator Command Prompt
Open Command Prompt as administrator and run these commands separately:
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Restart-Service -Name spooler9. Completely reset a queue that will not clear
Use this procedure when Cancel all does nothing or jobs reappear immediately.
- Press Windows key + R, enter
services.msc, and press Enter. - Right-click Print Spooler and select Stop.
- Open File Explorer and enter this path in the address bar:
%WINDIR%System32spoolPRINTERS- Delete the files inside the folder.
- Return to Services.
- Right-click Print Spooler and select Start.
Delete the files inside PRINTERS, not the folder itself. This removes pending print jobs; it does not remove the installed printer.
10. Install Windows and optional driver updates
First install normal Windows updates:
Start > Settings > Windows Update > Check for updates
Restart if Windows requests it. Then check optional driver updates, which Windows 11 does not install automatically:
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- Open Start > Settings > Windows Update > Advanced options.
- Under Additional options, select Optional updates.
- Select any relevant printer or driver update.
- Select Download and install.
- Restart Windows.
Some update sources may require Receive updates for other Microsoft products to be enabled in Windows Update settings.
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11. Install the correct printer driver
Check the PC before downloading a driver at Start > Settings > System > About. Under Device specifications, check System type. Most conventional PCs use an x64-based processor; some newer Windows 11 devices use ARM.
Use this order:
- Try Windows Update.
- If it does not provide a suitable driver, visit the printer manufacturer’s official support site.
- Search for the exact printer model and select a driver for Windows 11 and the PC’s system type.
- Restart when the installer requests it.
Do not rely on an old printer CD unless the manufacturer specifically confirms compatibility. On some ARM-based Windows 11 PCs, including certain Copilot+ PCs, a manufacturer’s traditional installer may fail. In that situation, add the printer through Settings > Bluetooth & devices > Printers & scanners > Add device, unless the manufacturer provides ARM-specific instructions.
12. Roll back a driver after a recent failure
If printing stopped immediately after a driver update, Windows may still have the previous version available.
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- Search for and open Device Manager.
- Expand Printers or Print queues.
- Right-click the printer and select Properties.
- Open the Driver tab.
- Select Roll Back Driver, if available.
- Restart the PC.
The rollback button is unavailable when Windows has no earlier driver stored.
13. Remove a damaged driver package
Removing a printer from Settings does not necessarily remove its complete driver package. A conflicting package can cause failed installations or repeated detection problems.
- Open Start > Settings > Bluetooth & devices > Printers & scanners.
- Under Related settings, select Printer server properties.
- Open the Drivers tab.
- Select the problem driver and choose Remove….
- If offered, choose to remove the driver and driver package.
- Reinstall the printer through Add device.
The Add Printer Driver Wizard, available through Printer server properties > Drivers > Add…, is mainly a last resort for older printers. It adds a driver to Windows; it does not install the printer by itself.
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For a printer physically connected to another Windows computer, configure sharing on the host PC:
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- Open Start > Settings > Bluetooth & devices > Printers & scanners.
- Select the printer, then select Printer properties.
- Open the Sharing tab.
- Select Share this printer and note the share name.
- Select Apply, then OK.
Both PCs should be on the same local network. On the client PC, type the following into File Explorer:
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\ComputerNameIf that address cannot be opened, solve the host PC’s network or name-resolution problem before troubleshooting the printer.
On both computers, where applicable, open Start > Settings > Network & internet > Advanced network settings > Advanced sharing settings and enable:
- Network discovery
- File and printer sharing
To add the shared printer manually on the client:
- Open Printers & scanners.
- Select Add device, then Add manually.
- Choose Select a shared printer by name.
- Enter:
\ComputerNamePrinterShareNameWindows may request the username and password for the host PC.
15. Check Windows Protected Print Mode
Windows 11 includes Windows protected print mode in Start > Settings > Bluetooth & devices > Printers & scanners. Under Printer preferences, it may appear as Set Up next to Windows protected printer mode.
This mode uses Windows’ modern print stack and is intended for Mopria-certified printers. Enabling it can uninstall printers that depend on manufacturer-supplied drivers, as well as unsupported software printers such as the OneNote Desktop printer.
If a printer disappeared after enabling the mode:
- For a Mopria-compatible printer, reinstall it through Printers & scanners > Add device.
- For an incompatible printer, select Turn Off beside Windows protected printer mode, then reinstall the manufacturer’s driver.
- If the setting is controlled by Group Policy, you may not be able to change it yourself.
Which fix should you try first?
| Symptom | Best first actions |
|---|---|
| Printer is not found | Check the USB or Wi-Fi connection, run Get Help, then remove and add the printer again. |
| Printer says Offline | Clear the queue, turn off Use Printer Offline and Pause Printing, then restart Print Spooler. |
| Jobs remain stuck | Use Cancel all; if that fails, stop Print Spooler and clear %WINDIR%System32spoolPRINTERS. |
| Printing stopped after an update | Roll back the driver if possible, then install a compatible driver from Windows Update or the manufacturer. |
| Printer disappeared after Protected Print Mode | Reinstall it if Mopria-compatible, or turn the mode off and reinstall its manufacturer driver. |
| Shared printer cannot be added | Test \ComputerName, enable discovery and sharing, then add it with \ComputerNamePrinterShareName. |
What not to rely on
- The Windows 10 path Settings > Devices > Printers & scanners is not the current Windows 11 path.
- The old printer troubleshooter under System > Troubleshoot > Other troubleshooters is not Microsoft’s primary Windows 11 workflow; use the Printer troubleshooter in Get Help.
- Device Manager does not always contain the complete printer driver package. Use Printer server properties > Drivers for deeper driver removal.
- A manufacturer setup program is not always the best first choice, particularly on ARM-based Windows 11 devices.
- An Offline label does not prove that the printer is disconnected. A queue, paused printing, Print Spooler failure, default-printer setting, or driver problem can produce the same symptom.
FAQ
Why does Windows 11 say my printer is offline when it is turned on?
A stuck queue, enabled Use Printer Offline or Pause Printing option, stopped Print Spooler, incorrect network, or driver failure can all cause the Offline status. Open the printer’s queue, cancel all jobs, clear those two options if shown, and restart Print Spooler.
How do I get Windows 11 to detect my printer?
Confirm the printer is powered on and connected by USB or to the same Wi-Fi network as the PC. Then open Start > Settings > Bluetooth & devices > Printers & scanners, select Add device, and wait several minutes. If it is not found, select Add manually.
How do I clear a print job that will not cancel?
Stop Print Spooler from services.msc, delete the files inside %WINDIR%System32spoolPRINTERS, and start Print Spooler again. Do not delete the PRINTERS folder itself.
Should I install a printer driver from the manufacturer?
Try Windows Update first. If it does not provide the needed driver, download the exact Windows 11 driver from the manufacturer’s official support page. Check the PC’s system type because some traditional installers do not work on ARM-based Windows 11 PCs.
Why did my printer disappear after Windows Protected Print Mode was enabled?
Protected Print Mode can remove printers that depend on manufacturer-supplied drivers. Reinstall a Mopria-compatible printer through Add device. If the printer is not compatible, turn off Windows protected printer mode and reinstall the manufacturer’s driver, unless Group Policy prevents the change.
The Bottom Line
Most Windows 11 printer failures are resolved by checking the physical connection, clearing the queue, restarting Print Spooler, and reinstalling the printer through Settings > Bluetooth & devices > Printers & scanners. If that does not work, update or roll back the driver, remove the complete driver package, and check whether a shared-printer or Protected Print Mode configuration is involved.
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