Printer Not Working? A Troubleshooting Guide
Fix a printer that is offline, will not print, shows errors or will not connect to Wi-Fi, with step-by-step checks for the most common causes.
Printers have a talent for failing at the worst possible moment. The good news is that most faults come down to a short list of causes: the printer and computer have lost sight of each other, a job is stuck in the queue, or the printer is waiting for something such as paper or ink.
Start with the obvious
- Check power and display. Is it on, and does the screen show an error?
- Check paper and ink or toner. Low or empty cartridges and misfed paper are common causes.
- Look for jams, including small scraps inside the rear or paper tray.
- Restart the printer by powering it off for a minute, then on.
- Restart the computer or phone you are printing from.
Printer shows offline
"Offline" often means the computer cannot reach the printer, not that the printer is broken.
- USB printers. Try another cable and port, and avoid hubs for the test.
- Wi-Fi printers. Check that the printer is connected to the same network as your device. Printers can drop off after a router restart or a change of Wi-Fi name or password.
- Check the printer's address. Some printers change addresses after a reboot, breaking the link. Re-adding the printer or giving it a fixed address in the router fixes this.
- Remove and re-add the printer from your computer's printer settings, letting the system find it again.
If the whole home network is shaky, see Wi-Fi keeps dropping.
Jobs stuck in the queue
A frozen print job blocks everything behind it.
- Open the print queue from your printer settings.
- Cancel all documents.
- If a job will not clear, restart the print service or the computer.
- Print a short test page to confirm.
Printer prints but looks wrong
| Problem | Likely cause | What to try |
|---|---|---|
| Streaks or faded lines | Clogged nozzles or low ink | Run the cleaning cycle, replace cartridge |
| Blank pages | Empty cartridge, clogged heads, wrong paper size | Check levels and settings |
| Smudges | Wrong paper type, worn parts | Choose the right paper setting |
| Crumpled paper | Humid paper or worn rollers | Use fresh paper, clean rollers |
| Wrong colours | One cartridge empty | Check each colour level |
Software and driver issues
If the printer worked before and now does not:
- Update the printer software from the manufacturer's support page, using the model number.
- Check for operating system updates that may have changed things.
- Try printing from another app or device to isolate whether the problem lies with the printer or the application.
- Use the built-in troubleshooter in your system's settings.
When it is time to replace
Printers are cheap, and repairs often cost more than a new model. Consider replacing when:
- The repair cost approaches the price of a new printer.
- Ink or toner is no longer available.
- The printer is too old to work with your current system.
When buying, running costs matter more than purchase price, so compare ink or toner costs and whether you print rarely or often.
Wi-Fi printer set-up and security
Wi-Fi printers are small computers on your network. Keep their software up to date and avoid exposing them directly to the internet. Our guide on securing your home Wi-Fi network covers the basics.
Getting help
If you have worked through these steps and it still fails, a technician can usually resolve it in one visit, often alongside other small jobs. See how much computer repair costs for pricing context. On Compito you can search by postcode, compare ID-verified local providers and send a request with the printer model and error message. You receive an offer to accept and pay online, and can message the provider. See tech support services.
A worked example: the printer that goes offline every Monday
A home printer works all week, then shows offline each Monday morning. The cause turns out to be the router, which restarts overnight after an update and gives the printer a different address. The printer sleeps, wakes with a new address and the laptop is still looking at the old one. Setting a fixed address for the printer in the router, or re-adding it using its name rather than its number, stops it happening. The fix took ten minutes and cost nothing.
A tidy order of checks
- Physical: power, paper, ink, jams.
- Connection: same network, cable and port, signal strength at the printer.
- Computer side: queue cleared, printer re-added, default printer set correctly.
- Software: driver and system updates, test from another device.
- Hardware: print a self-test page from the printer's own menu. If that fails, the fault is inside the printer.
The self-test page is the most useful single step, because it tells you whether to look at the printer or the connection.
Consumables and running costs
| Type | Typical pattern | Watch out for |
|---|---|---|
| Inkjet | Cheap to buy, ink costs add up, heads clog if unused | Occasional printing leads to blockages |
| Laser (mono) | Higher purchase price, low cost per page | Good for text-heavy use |
| Colour laser | Dearer upfront, long-lasting toner | Bulky, several cartridges |
| Subscription ink | Monthly plan tied to a supplier | Service ends if you stop paying |
Print something small every week or two on an inkjet to keep the heads from drying.
Common mistakes
- Buying third-party cartridges that the printer rejects after an update, then blaming the printer.
- Leaving the printer on a power strip that is switched off at night.
- Installing several copies of the same printer, so jobs go to the wrong one.
- Pulling jammed paper sideways or tearing it, leaving scraps behind.
- Ignoring low-battery or maintenance messages on portable models.
Less confident users and small offices
For an older relative, label the printer, put a short "if it stops" card nearby and set the right paper size as default. In a small office, give the printer a fixed address, document the setup and make one person responsible for supplies. Shared printers also need their software updating, as they sit on your network like any other device.
Frequently asked questions
Why does my printer keep going offline?
Typically because the network address changes, Wi-Fi drops or the sleep setting disconnects it. Giving the printer a fixed address or reconnecting it usually helps.
Is it worth paying for a printer repair?
Rarely, unless it is a high-end or office model. For a basic home inkjet, replacement often makes more sense.
Can I print from my phone?
Most modern printers support printing from phones over Wi-Fi. Make sure both are on the same network and the printer is set up for mobile printing.