Do these 3 things before closing this tab:
1Fix the driver behind crashes, sound loss and screen glitches2Repair Windows errors before they cause bigger problems3Scan for outdated or missing drivers - takes under a minuteA printer can show Offline in Windows even when its display is on and it is ready to print. The label usually means Windows cannot successfully communicate with the printer, process its queue, use the installed driver, or reach the printer’s current network address.
Start with the Windows 11 recovery sequence below. It moves from quick connection checks to the fixes that address stuck jobs, the Print Spooler, drivers, and a damaged printer installation. If you use Windows 10, the menu names are different; the Windows 10-specific instructions are included further down.
Get an offline printer working in Windows 11
Try these steps in order. After each major step, print a test page or a small document. There is no need to reinstall a printer that starts working after a power cycle or queue reset.
1. Run the printer troubleshooter
Open the Get Help app from the Start menu and search for printer problems, or start the printer troubleshooter from there. Windows runs diagnostics and may repair common connection, queue, or configuration problems automatically.
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Microsoft’s current Windows 11 guidance directs users to Get Help rather than an old standalone Control Panel troubleshooter.
2. Power-cycle the printer
- Turn the printer off.
- Unplug its power cable.
- Wait at least 30 seconds.
- Reconnect the cable and turn the printer on.
- Wait until the printer finishes starting up before trying to print.
This clears temporary printer and network-state problems. It will not correct a wrong Wi-Fi network, a bad driver, or a failed printer component.
3. Check the connection
USB printers
Reconnect the USB cable securely at the printer and the PC. If Windows still does not detect it, try a different USB port. Avoid diagnosing the queue until Windows can see the physical USB connection.
Wi-Fi printers
Check the network name shown on the printer’s display or network report. The printer and PC must be on the same Wi-Fi network. A printer connected to a guest network, an extender’s separate SSID, or a second router may be unreachable even though both devices appear to have internet access.
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Scan for outdated or missing drivers - takes under a minuteDriver Scan →Clear out junk files and repair common Windows errorsFree Scan →Also check the printer for a local error. A message such as Printer in error state can indicate an empty paper tray, low ink or toner, an open cover, or a paper jam. Resolve that message at the printer before changing Windows settings.
4. Select the correct default printer
- Open Start > Settings > Bluetooth & devices > Printers & scanners.
- Select the printer you intend to use.
- Select Set as default.
If Set as default is not available, expand Printer preferences and turn off Let Windows manage my default printer. Windows can otherwise select the last printer used, which may send the document to a different installed printer.
Changing the default printer only fixes printer selection. It does not repair a failed USB or network connection, a stuck queue, the Print Spooler, or an incompatible driver.
5. Cancel stuck print jobs
- Go to Start > Settings > Bluetooth & devices > Printers & scanners.
- Select the affected printer.
- Select Open print queue.
- Select the … menu.
- Select Cancel all.
A damaged or stalled first job can prevent every later document from printing. Canceling the queue deletes those pending jobs, so submit any documents you still need afterward.
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6. Restart Print Spooler
The Print Spooler is the Windows service that manages print jobs. Restarting it can recover from a temporary queue or service failure.
- Search the taskbar for services.
- Open the Services app.
- Find Print Spooler.
- Right-click it and choose Restart.
A spooler restart will not fix a printer connected to another Wi-Fi network, a hardware fault, an incompatible driver, or a shared printer whose host PC is unavailable.
7. Remove and add the printer again
Use this when the connection is working but the Windows printer installation appears damaged.
- Open Start > Settings > Bluetooth & devices > Printers & scanners.
- Select the printer.
- Select Remove, then confirm with Yes.
- Return to Printers & scanners.
- Select Add a printer or scanner, then Add device.
Windows may take several minutes to populate the list. The printer must be switched on and, for a network installation, connected to the same network as the PC. If it does not appear, choose Add manually.
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What to do if Windows cannot find the printer
In Start > Settings > Bluetooth & devices > Printers & scanners, select Add device. If discovery fails, select Add manually. The manual wizard offers several ways to locate a printer.
For a directly connected local printer, choose Add a local printer or network printer with manual settings, then:
- Select Use an existing port.
- Choose the port used by the printer.
- Select Next.
- Select Windows Update to refresh Microsoft’s printer list, or choose Have Disk if you have a compatible driver disk.
- Select the manufacturer and model, then select Next.
- Choose Do not share this printer unless sharing is required.
- Select Print a test page.
- Select Finish.
For a USB printer, choosing the wrong port can create an installation that looks complete but never prints. If you are unsure which port belongs to the printer, remove the old installation and reconnect the USB cable before trying the Add device process again.
Fix a printer shared from another Windows PC
A shared printer has two computers and a network path to troubleshoot. Both PCs must be connected to the same local network, and the host PC—the computer physically connected to the printer—must be powered on.
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On the host PC, enable the required sharing options at Start > Settings > Network & internet > Advanced network settings > Advanced sharing settings. Turn on Network discovery and File and printer sharing for the appropriate network.
On the other PC, choose Add device > Add manually > Select a shared printer by name. Enter the share path in this format:
\\ComputerName\PrinterShareName
Replace ComputerName and PrinterShareName with the names used on the host PC. Windows may request credentials for the host computer. If the host is asleep, disconnected, or no longer sharing that printer, the client can report the printer as offline.
Check for a driver problem
Drivers can stop working after a Windows upgrade, an update, or installation of an incompatible printer package.
- Open Device Manager.
- Expand Printers or Print queues.
- Right-click the printer.
- Select Update driver.
If the problem began immediately after a driver update, open the printer’s Properties, select the Driver tab, and use Roll Back Driver if that option is available.
Check your system details at Start > Settings > System > About. The System type entry shows whether Windows is 32-bit or 64-bit and identifies ARM-based systems. If Windows Update cannot supply a suitable driver, download one from the printer manufacturer’s support site that matches your Windows version and system architecture.
ARM PC warning
Some ARM-based PCs, including some Copilot+ PCs, cannot install printers through a manufacturer’s traditional setup program. On these systems, use Windows’ built-in Add device process instead of the manufacturer installer unless the manufacturer provides different instructions.
Reset the queue from Command Prompt
Use this administrator-level procedure only when canceling jobs through Settings does not clear the queue. It deletes every queued job in the Windows spooler.
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- Search for Command Prompt.
- Select Run as administrator.
- Run each command separately:
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del %systemroot%\System32\spool\printers\* /Q
net start spooler
Any document still needed must be submitted again. If the net stop spooler command fails, close open print dialogs and confirm that Command Prompt was opened with administrator privileges.
Check Windows Protected Print Mode
Windows 11’s Windows protected print mode uses Windows Ready Print and is intended mainly for Mopria-certified printers. When enabled, it can prevent legacy third-party printer drivers from being installed or used. A printer that previously worked through a manufacturer driver may therefore disappear or need to be reinstalled.
The controls are at Start > Settings > Bluetooth & devices > Printers & scanners > Printer preferences. Select Turn Off if the feature is enabled and your printer requires an incompatible third-party driver. If you want to enable it, select Set up.
After disabling protected print mode, manually reinstall printers that depended on third-party drivers. If an administrator enabled the setting through policy, the option may not be available to change in Settings. The Windows 11 24H2-and-later policy applies to Pro, Enterprise, Education, and IoT Enterprise editions.
Windows 10: where the offline controls are
Windows 10 uses the older Settings layout:
Start > Settings > Devices > Printers & scanners
Select the printer and choose Open queue. In the queue window, select the Printer menu and make sure Pause Printing and Use Printer Offline are not selected. To remove a particular job, select it and choose Document > Cancel.
The often-copied Use Printer Offline instruction is primarily a Windows 10/classic-queue instruction. Windows 11’s current procedure emphasizes Cancel all, restarting Print Spooler, and reinstalling the printer instead.
Microsoft support for Windows 10 ended on October 14, 2025. After that date, normal free Windows Update software updates, technical assistance, and security fixes are no longer provided.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Why the common fixes sometimes do not work
| What you tried | What it can fix | What it cannot fix |
|---|---|---|
| Power-cycle | Temporary printer or network-state glitches | Wrong Wi-Fi, bad cable, driver failure, hardware damage |
| Set as default | Documents going to the wrong installed printer | A printer that Windows cannot reach |
| Cancel jobs | A blocked or corrupted queue | Printer errors, sharing failures, incompatible drivers |
| Restart Print Spooler | A temporary Windows printing-service failure | Network, hardware, sharing, or driver problems |
| Reinstall printer | A damaged Windows installation or stale connection | A printer that is off, on another network, or unsupported |
In practice, the fastest diagnosis is to separate the problem into three questions: can the printer itself print or report ready, can the PC reach it, and can Windows send a job through its queue and driver? The answer tells you which part to repair instead of repeatedly restarting the same service.
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Sources
- Microsoft: Troubleshooting offline printer problems in Windows
- Microsoft: Fix printer connection and printing problems
- Microsoft: Add or install a printer in Windows
- Microsoft Learn: Windows Ready Print
- Microsoft Q&A: Clear pending print items
FAQ
Why does my printer say Offline when it is turned on?
Windows may be unable to use the printer’s current USB or Wi-Fi connection, may have a stuck print job, or may be unable to communicate through the Print Spooler or installed driver. Check the printer’s network, clear the queue, restart Print Spooler, and reinstall the printer if necessary.
Where is “Use Printer Offline” in Windows 11?
Microsoft’s current Windows 11 instructions do not rely on a visible Use Printer Offline checkbox in Settings. Open the printer’s queue from Start > Settings > Bluetooth & devices > Printers & scanners, cancel pending jobs, and restart Print Spooler. The Use Printer Offline menu is documented in the Windows 10/classic queue instructions.
Will restarting Print Spooler fix an offline printer?
It can fix a temporary Windows queue or service failure, but not a printer on another Wi-Fi network, a damaged cable, a paper jam, a sharing problem, incompatible drivers, or a hardware fault.
Why can’t Windows find my wireless printer?
The printer and PC may be connected to different SSIDs, such as a guest network, extender network, or second router. Connect both devices to the same local network, then try Add device again. If discovery still fails, use Add manually.
Should I install the printer manufacturer’s setup program?
Usually use Windows Update or Windows’ Add device process first. Some ARM-based PCs cannot install printers through traditional manufacturer installers, so use Add device on those systems.
What happens when I clear the print queue?
Windows deletes the pending print jobs. They will not print later automatically; documents you still need must be submitted again.
The Bottom Line
For most Windows 11 cases, check that the printer and PC share the same connection, cancel all pending jobs, restart Print Spooler, and then remove and add the printer again. If the printer still stays offline, investigate the driver, shared-PC settings, ARM compatibility, or Windows Protected Print Mode rather than repeatedly restarting the printer.
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