When a printer stops working, the cause is usually a connection problem, a stuck print job, a driver or software issue, or an error with the printer itself. The quickest way to fix it is to check the simple causes first, then work through the settings on your computer.
This guide covers common printer problems on Windows and Mac, including offline printers, wireless connection issues, and situations where printing or scanning works on one device but not another.
Check the Basics First
Before changing settings or reinstalling software, check the printer itself and its connection. A small issue here can prevent every print job from going through.
- Check power and supplies. Make sure the printer is switched on, has paper and sufficient ink or toner, and displays no error message.
- Look for paper jams. Remove jammed paper carefully and check that all trays and access doors are closed properly.
- Check the connection. For a USB printer, reconnect the cable or try another USB port. For a wireless printer, confirm that the printer and computer are connected to the same network.
- Restart the devices. Turn the printer off, wait about 30 seconds, and turn it back on. Restart your computer as well.
If a USB printer still isn't detected, follow our guide to troubleshooting a USB port that isn't working. This can help determine whether the connection problem is related to the computer's port rather than the printer.
Windows: Fix a Printer That Won't Print
1. Run the Printer Troubleshooter
On Windows 11, open the Get Help app and run the printer troubleshooter. It can check for common problems and attempt automatic repairs. This is a sensible first step before changing services or reinstalling drivers.
2. Clear the Print Queue
A stuck document can prevent later jobs from printing. To clear the queue:
- Open Settings and go to Bluetooth & devices > Printers & scanners.
- Select your printer and open its print queue.
- Cancel the pending jobs, especially any that remain stuck or show an error.
- Send one short test document to see whether printing has resumed.
If jobs refuse to cancel, restart the Print Spooler service as described below.
3. Restart the Print Spooler
The Print Spooler manages print jobs in Windows. Restarting it can resolve temporary problems with a queue that will not clear.
- Press Windows key + R, type
services.msc, and press Enter. - Find Print Spooler in the services list.
- Right-click it and select Restart.
- Try printing again.
If the queue remains stuck, you can stop the service, delete the files inside C:\Windows\System32\spool\PRINTERS, and start the service again. Delete only the files inside that folder, not the folder itself. Do this only if the simpler steps fail.
4. Fix an Offline Printer
If Windows shows the printer as offline, check its power, cable, and Wi-Fi connection first. Then open Printers & scanners, remove the printer, and add it again.
For a network printer, the computer may sometimes be trying to reach an outdated network address. A router restart, network change, or printer reconnection can cause the printer's IP address to change. If the printer is configured using an old address, it may appear unavailable even though it is switched on and connected to Wi-Fi. Check the printer's network information and follow the manufacturer's instructions to update its connection or add it again.
5. Update or Reinstall the Printer Driver
If the printer is connected but still fails to print, its driver or software may be incompatible or damaged. Download the appropriate driver from the printer manufacturer's official support website, using your exact model and Windows version.
If necessary, remove the printer from Windows, install the correct driver, and add the printer again. Avoid third-party driver download sites. If the issue began immediately after a Windows update, check the manufacturer's compatibility guidance and our guide to Windows Update problems where relevant. Don't assume every printer issue requires removing a Windows update.
Mac: Fix a Printer That Won't Print
- Check the printer list. Open System Settings > Printers & Scanners. Select your printer and check whether it is paused or unavailable.
- Clear stuck jobs. Open the print queue and cancel any jobs that are not progressing. Resume printing if the queue is paused.
- Remove and add the printer again. If the printer is missing or unresponsive, select it and use the minus (-) button to remove it. Add it again using the plus (+) button. Many modern network printers support AirPrint and may not require a separate driver.
- Check for software updates. Open System Settings > General > Software Update. Also check the printer manufacturer's website for compatible software if needed.
For a wireless printer, confirm that the Mac and printer are on the same network before adding the printer again.
Diagnose the Problem by Its Symptoms
- The printer is detected, but nothing prints: Clear the print queue. On Windows, restart the Print Spooler if jobs remain stuck.
- The printer cannot be found: Check power, cables, Wi-Fi, and network settings. For a network printer, verify that its address or saved connection is still correct.
- Pages are blank or faded: Check ink or toner levels and run the printer's built-in cleaning or alignment function if available.
- Printing works in one app but not another: Try printing from a different application. If only one app fails, investigate that app rather than immediately reinstalling the printer.
- Printing works, but scanning does not: Printing and scanning can use different software, permissions, or connection methods. Check the scanning app, install any required manufacturer software, and verify that the computer recognizes the scanner separately.
Test the Printer From Another Device
If the usual fixes don't work, try printing from another computer or a compatible phone on the same network. This simple test helps narrow down the cause.
- If another device can print: The printer is probably working, so focus on the original computer's settings, driver, queue, or connection.
- If no device can print: Check the printer's network connection, error messages, and built-in test page. The problem may involve the printer or the network.
When available, print a test page directly from the printer's own menu. If that works but computer print jobs fail, investigate the computer-side configuration first.
Avoid disabling your firewall or antivirus software broadly just to make printing work. If you suspect a security setting is blocking a network printer, investigate the specific rule or consult the software manufacturer's guidance instead.
When to Get Professional Help
Look up any error code shown on the printer's display on the manufacturer's official support site. The code may identify a paper-feed, cartridge, hardware, or network fault.
If the printer cannot produce its own test page after checking paper, ink or toner, and obvious errors, it may need servicing. If the test page works but the computer cannot print, continue troubleshooting the computer, driver, or network connection before replacing the printer.
What to Do Next
Work through the fixes in order: check the printer and its connection, clear stuck jobs, restart the Print Spooler on Windows or re-add the printer on Mac, and update the driver only when needed. If the problem persists, test from another device and check the printer's error code.
Before contacting support, have the printer model, computer operating system, exact error message, and results of your test print ready. These details make it easier to identify whether the problem comes from the printer, computer, or network.