Printer Keeps Going Offline

Printer issues where the device keeps going offline on Windows 11 usually indicate a communication problem between the computer and the printer. Whether you’re using a USB, wireless, or network printer, this problem can arise due to outdated drivers, wrong configurations, or connectivity issues. However, by adjusting these settings, such as checking connections, restarting devices, run the built-in troubleshooter or update the printer driver, you can fix the problem and get back printer online and working again.

Why does my Printer Keep Going Offline on Windows 11?

There are several reasons why your printer may show as offline in Windows 11:

  • Network connectivity problems (Wi-Fi or Ethernet)
  • Outdated or corrupted printer drivers
  • Misconfigured printer settings
  • Windows 11 system glitches or spooler service issues
  • Power-saving or sleep mode on the printer

Check Printer Power and Physical Connection

Sometimes, a simple issue like a loose cable or the printer being in sleep mode can be the root cause of why printer is offline.

  • Make sure the printer is turned on and there are no warning lights (like “Paper Jam” or “Out of Ink”).
  • For USB printers, inspect the cable for damage and ensure it’s plugged securely into both the printer and your PC.
  • Try a different USB port on your computer, or even a different USB cable, to rule out a faulty port or cable.
  • For wireless printers, confirm that it’s connected to the same Wi-Fi network as your PC. Move the printer closer to your router to improve signal strength

In addition, Power cycle both your printer and PC. Turn them off, unplug for 30 seconds, and restart. This can help reset temporary glitches.

Set Your Printer as the Default Printer

Windows 11 may try sending print jobs to another printer (like a PDF or OneNote printer) if it isn’t set to use your actual printer by default.

  • Open Settings > Bluetooth & devices > Printers & scanners.
  • Click on your printer and select More devices and printer settings
  • Under the Printers section, right-click on the printer and select Set as default.

Set Your Printer as the Default Printer

  • In addition, right-click on your default printer and select the print queue.
  • Here, if unfinished tasks are pending, remove them from the list.
  • Now, click on Printer in the menu bar and then make sure to uncheck Pause Printing and Use Printer Offline.

uncheck use printer offline

Restart the Print Spooler Service

The Print Spooler is a crucial background service that queues and manages print jobs. If it’s frozen or corrupted, your printer may stop responding.

  • Press Windows Key + R, type services.msc. Press Enter or click OK
  • Scroll down to locate the Print Spooler service, right-click it, and choose Restart from the menu.
  • If the print spooler service is not started, right-click and select properties, here change the startup type to automatic and start the service next to service status.
  • Click apply and ok to save changes, restart your PC, and check if the problem is solved.

restart the Print spooler service

Run the Troubleshooter

Windows 11 includes a built-in troubleshooter that can automatically detect and fix printer-related problems.

  • Go to Settings > System > Troubleshoot > Other troubleshooters. Scroll to Printer and click Run.
  • This will check the printer drivers or compatibility issues, print spooler service is running, clear stuck print jobs, and more.
  • Once the troubleshooting process completes, restart your PC and check if the printer shows online.

Printer troubleshooter windows 11

 

Update or Reinstall Printer Drivers

If you can’t get the printer working yet, then there is a chance the printer driver is causing the issue. Old or corrupted drivers can prevent your printer from communicating properly with Windows 11.

To Update:

  • Right-click the Start button and select Device Manager.
  • Expand Printers > Right-click your printer > Update driver.
  • Choose Search automatically for drivers.

To Reinstall:

  • Go to the Devices and Printers section in Control Panel.
  • Locate your printer, right-click it and choose Remove device
  • When the confirmation dialog appears, click on Yes.

Remove printer

Once done, Restart your PC—Windows will try to reinstall the driver automatically.

Alternatively, Go to the printer manufacturer’s website (HP, Canon, Epson, Brother, etc.) and download the latest Windows 11-compatible driver for your model.

Check Network and IP Address (For Wireless Printers)

Networked printers can lose their IP address if the router reassigns it, making Windows unable to detect them.

  • On your printer, print a Network Configuration Page (check your printer’s manual).
  • Confirm the IP address matches the one in your PC’s printer settings.

Set Static IP (Optional but Recommended):

  • Access your router’s admin panel.
  • Reserve a static IP for your printer under DHCP settings.
  • Enter this static IP into Windows via Printers & Scanners > Printer > Printer Properties > Ports > Add Port.

This keeps your printer from “disappearing” after restarts or router changes.

Remove and Re-Add the Printer

Sometimes residual settings, stale drivers, or ghost ports can cause recurring offline issues. Re-adding the printer gives you a clean slate.

  • Go to Settings > Bluetooth & devices > Printers & scanners.
  • Select the offline printer > click Remove.
  • Reboot your computer.
  • Click Add device to reinstall it.

This clear Conflicting ports, Misconfigured settings or Duplicate devices issue.

Use Printer Manufacturer Diagnostic Tool

If your printer is still showing offline, run the printer diagnostic tool offered by the manufacturer itself which resolves the common problem related to their printer.

Some of the most popular ones are HP Print and Scan Doctor. For Canon, go to their support site, enter your model number and then click on the Software tab. You can download their My Printer software to manage and maintain your printer. The same thing applies to other printer manufacturers as well.

Additional Tips:

  • Restart your router if using a wireless printer. Network refresh can help.
  • Avoid USB hubs—connect the printer directly to the PC.
  • Disable printer sleep mode via its control panel or settings app.
  • Update Windows 11 regularly, as Microsoft often includes printer fixes in monthly updates.
  • Try using a different PC to confirm whether the problem is with the printer or your system.

Frequently Asked Questions (FAQs)

Q: Why does my wireless printer keep going offline even when it’s powered on?
A: This usually happens due to Wi-Fi dropouts, IP conflicts, or power-saving features. Assigning a static IP and disabling sleep mode often solves the issue.

Q: How do I know if the problem is with Windows or the printer?
A: Try printing from another device (e.g., smartphone). If it works there, the issue lies with your Windows configuration or drivers.

Q: Will updating to Windows 11 cause printer problems?
A: Some printer drivers may not be fully compatible with Windows 11 right after an update. Always download the latest driver from the manufacturer’s site if you face issues post-upgrade.

Also read:

Steve Ballmer
Steve Ballmer
With over 7 years of experience in the IT industry, I have experience in IT support, helpdesk, sysadmin, network admin, and cloud computing. Certified in Microsoft Technologies (MCTS and MCSA) and also Cisco Certified Professional in Routing and Switching.

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