When you have a printer online but not printing problem, it can feel like the devices are refusing to cooperate, leaving you stuck and searching for answers.
In truth it is one of the most common and frustrating tech problems you can face.
That important document, concert ticket, or shipping label remains trapped in digital limbo.
Your computer shows the printer is connected, the lights on the printer are on, and everything seems ready to go – but nothing comes out.
The good news is that the solution is often simpler than you might think.
We will systematically diagnose the issue, starting with the most common culprits and moving to more advanced solutions.
By following these steps, you will identify the exact reason your printer is offline and apply the right fix to get it printing again in minutes.
Why Is My Printer Online But Not Printing?
Understanding why your printer is failing to print, even when it appears to be connected, is the first step toward a solution.
The issue rarely stems from a single cause; instead, it is often a breakdown in the communication chain between your computer and the printer.
Let’s explore the most common reasons you might be facing this problem.
1. The Print Queue is Jammed
One of the most frequent culprits is a stuck print job.
If a previous document failed to print correctly due to a network issue, low ink, or a paper jam, it can remain in the print queue, blocking all subsequent jobs.
Even after you resolve the initial problem, this digital blockage can persist, making it seem like the printer is ignoring your new requests.
Clearing the print queue is often the quickest way to resolve the issue of a printer online but not printing.
2. Print Spooler Service Glitches
The Print Spooler is a service on your Windows computer that manages print jobs.
It takes the documents you want to print, stores them temporarily, and sends them to the printer one by one.
If this service crashes or hangs, your print jobs will never reach the printer.
Restarting the Print Spooler service can often resolve these mysterious communication failures.
Microsoft’s official support page offers detailed guidance on how to fix printer connection and printing problems in Windows, which includes managing the spooler service.
3. Outdated or Corrupt Printer Drivers
Printer drivers are the software that allows your computer’s operating system to communicate with your printer.
If the driver is outdated, corrupted, or incompatible with a recent OS update, your computer may be able to see that the printer is connected but won’t know how to send print commands to it correctly.
This is a very common reason for a printer online but not printing.
Reinstalling or updating the driver ensures that both devices are speaking the same language.
4. Incorrect Printer Port or Network Issues
For both wired and wireless printers, the connection must be pointed to the correct port or IP address.
If your printer’s IP address has changed on your Wi-Fi network, or if a USB cable is plugged into a different port, your computer might be sending the print job to the wrong place.
This can happen without any obvious error message, leading to the confusing situation where the printer appears online but doesn’t receive any data.
Verifying the printer’s port settings is a crucial advanced step.
Basic Troubleshooting: First Things To Try When You Have A Printer Online But Not Printing
Before diving into more complex solutions, let’s cover the essential checks that resolve a surprising number of printing problems.
These checks are simple, quick, and can save you a lot of time when trying out steps to fix a printer that’s not printing.
Step 1: Restart Everything
The age-old advice of “turn it off and on again” is famous for a reason – it works.
A simple reboot can clear temporary glitches in both your computer and your printer.
Follow this sequence for the best results:
- Cancel all print jobs in your computer’s queue.
- Turn off your printer and unplug it from the power source.
Wait for about 60 seconds. - Restart your computer.
- Plug your printer back in and turn it on.
- Try printing a simple test page.
Step 2: Check Physical Connections
For wired printers, ensure the USB cable is securely plugged into both the printer and the computer.
Try using a different USB port on your computer to rule out a faulty port.
For wireless printers, confirm that the printer is connected to the correct Wi-Fi network.
You can usually check this from the printer’s built-in display menu.
As noted by HP Support, a stable network connection is fundamental for wireless printing.
Step 3: Clear the Print Queue Manually
If a stuck job is the problem, you need to clear it out.
Here’s how:
- Go to Settings > Devices > Printers & scanners on your PC.
- Select your printer and click Open queue.
- In the new window, click Printer in the top menu and select Cancel All Documents.
- If jobs don’t disappear, you may need to restart the Print Spooler service (covered in the advanced section).
Advanced Solutions For When Your Printer Is Connected But Not Printing
If the basic checks didn’t work, it’s time to dig a little deeper.
These steps involve system settings and can resolve more stubborn issues.
Advanced Fix 1: Restart the Print Spooler Service
This is a highly effective fix for a non-responsive printer.
- Press the Windows key + R to open the Run dialog.
- Type services.msc and press Enter.
- Scroll down to find Print Spooler in the list of services.
- Right-click on Print Spooler and select Restart.
- If Restart is not available, select Start.
This forces your computer to re-initiate the printing management system, clearing out any underlying errors.
Advanced Fix 2: Update or Reinstall Your Printer Driver
A faulty driver is a common cause of a printer online but not printing.
Here’s how to fix it:
- Go to Settings > Devices > Printers & scanners.
- Select your printer and click Remove device.
- Visit your printer manufacturer’s website (e.g., HP, Canon, Epson) and download the latest driver for your specific model.
- Run the installer to reinstall the printer.
This process will not only install the latest driver but also correctly configure the printer ports.
Advanced Fix 3: Check and Configure the Printer Port
If your computer is sending print jobs to the wrong virtual “door,” they’ll never arrive.
This is especially common with network printers whose IP addresses can change.
- Go to Settings > Devices > Printers & scanners.
- Select your printer, click Manage, then Printer properties.
- Go to the Ports tab.
- For USB printers, ensure the port with “USB” in the description is checked.
For network printers, you may need to add a new port with the printer’s current IP address.
You can find the IP address by printing a network configuration page from the printer itself.
For a visual guide to some of the steps mentioned in both the basic and advanced sections above and more there are a couple of really helpful YouTube videos you should watch (and hopefully both are embedded below!)
Firstly there is a video on how to fix a printer that is not accepting print commands:
Secondly there is a video on how to fix a printer offline problem that covers a lot of information useful even when your printer is online:
Printer Online But Not Printing Edge Cases And Prevention
Sometimes the problem is less common.
A firewall could be blocking the connection, or the printer might be set to “Use Printer Offline” mode.
You can check this by opening the print queue, clicking Printer, and ensuring “Use Printer Offline” is unchecked.
As detailed in a comprehensive guide by PaperCut, a wide range of issues from Wi-Fi interference to incorrect paper settings can cause printing failures.
To prevent future issues:
- Assign a static IP address to your printer through your router’s settings to prevent network-related connection drops.
- Regularly update your printer drivers, especially after a major operating system update.
- Keep your printer’s firmware updated by checking the manufacturer’s website.
Final Thoughts On A Printer Online But Not Printing
When your printer online but not printing, the solution is almost always within reach.
By methodically working through the troubleshooting steps – from a simple restart to a driver reinstallation – you can systematically eliminate potential causes and restore communication between your devices.
The key is to be patient and follow the process.
With these fixes in your toolkit, you’ll be well-equipped to handle this common but solvable tech headache and get back to printing with confidence.
Frequently Asked Questions About A Printer Online But Not Printing
Q: Why does my computer say the printer is connected but it won’t print?
A: This usually happens due to a software issue, not a physical one.
Common causes include a stuck job in the print queue, a crashed Print Spooler service on your computer, or an outdated or corrupt printer driver.
Your computer can see the printer is on the network or connected via USB, but it can’t communicate instructions to it correctly.
Q: How do I fix a printer that is connected but not printing on a Mac?
A: The principles are similar.
First, restart your Mac and your printer.
Then, open System Preferences > Printers & Scanners, delete the printer by selecting it and clicking the minus (-) button, and then add it back by clicking the plus (+) button.
This process often forces macOS to find the latest driver and re-establish a clean connection.
Q: Can low ink or toner stop my printer from printing anything at all?
A: Yes, many modern printers will refuse to print anything – even black and white documents – if one or more colour cartridges are empty or critically low.
This is to prevent damage to the printhead.
Always check your ink or toner levels via the printer’s display or your computer’s printer utility software.
How To Fix A Printer Online But Not Printing Problem
Here is a step-by-step guide to fixing your printer when it’s connected but not printing.
Step 1: Restart Devices
Turn off your printer and computer. Unplug the printer from the power source for 60 seconds. Plug it back in, then turn on both the printer and the computer to clear any temporary errors.
Step 2: Clear the Print Queue
On your computer, navigate to the printer settings, open the print queue, and select ‘Cancel All Documents’ to remove any stuck print jobs that are blocking new ones.
Step 3: Restart the Print Spooler Service (Windows)
Open the Services application by typing ‘services.msc’ in the Run dialog (Windows key + R). Find the ‘Print Spooler’ service, right-click it, and select ‘Restart’.
Step 4: Reinstall the Printer Driver
Remove the printer from your computer’s device list. Download the latest driver from the manufacturer’s official website and run the installer to add the printer back with a fresh, uncorrupted driver.
Step 5: Verify Printer Port Settings
Go to your printer’s properties and check the ‘Ports’ tab. Ensure the correct USB or network port is selected so that print jobs are being sent to the right destination.
Finally be sure to check out our Tech Troubleshooting FAQ or our Printer Troubleshooting Tips pages for even more general tips that cover a wide range of technical problems and solutions.
(If after reading the above article you still have a “Printer Online But Not Printing” problem, then you might find a much less obvious solution on the above tech pages!)