Why Is the Printer Offline Even Though It Is Connected? Here’s the Reason [+Solution]

Have you ever had a situation where a printer that was supposed to be online suddenly went offline? This problem is often frustrating and disrupts work productivity. But don’t worry, you’re not alone. Printer offline is a common problem faced by many users.

In this article, we will discuss why printers often go offline when they are connected, as well as solutions that you can try to solve it. We will also provide some alternatives that might be causing the printer to go offline.

Let’s first understand what an “offline printer” is and why it happens. An offline printer means a printer that is connected to a computer or local network, but is unable to print documents sent to it. An offline printer can occur with both physical printers that use a USB cable and wireless printers that are connected via a Wi-Fi network.

Basically, an offline printer occurs because there is a communication breakdown between the computer and the printer. Some common causes include problems with the network connection, hardware issues, or problems with the printer driver. However, there are also some other factors to consider in finding a solution to this offline printer.

Causes of Printer Offline

The “printer offline” problem can be caused by various factors. Here are seven possibilities or reasons why the printer is offline even though it is connected:

1. Network Connection Problem

One of the most common causes of an offline printer is a problem with the network connection. If the printer is connected via a Wi-Fi network, make sure that the printer and computer are in good Wi-Fi range and that there is no interference with the Wi-Fi signal. Also, check if the printer and computer are connected to the same network.

Solution:

– Make sure the printer and computer are connected to the same network.

– Check the Wi-Fi signal and make sure there is no interference.

– Try rebooting the printer and computer to renew the connection.

2. Printer Driver Not Installed or Not Updated

A printer driver is software that allows the computer to communicate with the printer. If the printer driver is not installed or not updated properly, the printer may go offline.

Solution:

– Make sure the printer driver is properly installed and updated to the latest version.

– Check the printer manufacturer’s official website to download the latest driver.

– Try uninstalling and reinstalling the printer driver.

3. Printer Not Selected as Default Printer

Sometimes, the printer goes offline because it is not selected as the default printer by the operating system. If there is more than one printer connected to the computer, make sure the printer you want to use is selected as the default printer.

Solution:

– Go to Printer Settings and select the printer you want to use as the default printer.

– Make sure the “Use when connected” check mark is enabled.

4. Printer Hardware Problem

Hardware errors in the printer can also cause the printer to go offline. This can happen if there is an issue with the USB cable, power supply, or other internal components of the printer.

Solution:

– Check the USB cable and make sure it is connected properly.

– Ensure that the printer has sufficient power supply.

– Take the printer to a service center if it needs to be checked by a technician.

5. Print Queue Full

If the print queue on your computer is full of unprinted documents, the printer may be offline.

Solution:

– Go to Printer Settings and clear the unused print queue.

– Delete documents that are pending or failed to print.

– Restart your computer to clear the print queue.

6. Problem with Firewall or Antivirus

Sometimes, the firewall or antivirus settings on the computer may prevent communication between the computer and the printer.

Solution:

– Temporarily turn off the firewall or antivirus and try printing.

– Add the printer to the firewall or antivirus exclusion list.

7. Firmware Update Needed

Firmware is the software installed inside the printer. If the printer firmware is not updated to the latest version, the printer may not function properly and go offline.

Solution:

– Check the printer manufacturer’s official website for firmware updates.

– Follow the manufacturer’s instructions to update the printer firmware.

Solutions to Offline Printer Problems

Now that you know the common causes of printer offline, here are seven solutions you can try to solve this problem:

1. Check Network Connection

Make sure the printer and computer are connected to the same network and check the Wi-Fi signal again. If necessary, reboot the printer and computer to renew the connection.

2. Update or Reinstall Printer Driver

Check the printer driver and make sure it is installed correctly and updated to the latest version. If not, download and reinstall the printer driver.

3. Select Printer as Default Printer

Go to Printer Settings and make sure the printer you want to use is selected as the default printer.

4. Check the Printer Hardware

Check the USB cable and make sure it is well connected. Ensure that the printer has sufficient power supply and check for any damage to the printer’s internal components.

5. Clear Print Queue

Go to Printer Settings and clear any unused print queues or stuck documents. Restart the computer to clear the print queue.

6. Temporarily Turn Off Firewall or Antivirus

Temporarily turn off the firewall or antivirus on your computer and try printing. If successful, add the printer to the firewall or antivirus exclusion list.

7. Update the Printer Firmware

Check for firmware updates on the printer manufacturer’s official website and follow the instructions provided to update the printer firmware.

Alternatives Why the Printer is Offline Even though it’s Connected

In addition to the causes and solutions described earlier, there are several alternatives that may cause the printer to go offline:

1. Paper Stuck in the Printer

The printer may go offline if there is paper stuck in it. Check the printer again and make sure there is no paper stuck in it.

2. Printer Ink Runs Out

If the printer ink runs out, the printer may show offline status. Check the ink level in the printer and refill if necessary.

3. IP Address Conflict

If the printer is connected to the network via cable, make sure there is no IP address conflict with other devices. Make sure each device has a unique IP address.

4. Print Server Interruption

If the printer is connected to the network via a print server, check if the print server is working properly. Contact the network administrator if necessary.

5. Incompatible USB Cable

Check if the USB cable used is compatible with the printer. Some printers require a special USB cable.

6. Conflict with Other Devices

Make sure there are no other devices using the same USB port as the printer. This conflict may take the printer offline.

7. Firmware Disruption

If the printer firmware has glitches or errors, the printer may go offline. Check for firmware updates or consult the printer manufacturer.

Why is the printer offline even though it is connected – FAQs

Here are some frequently asked questions about the “why is the printer offline when it is connected” issue:

1. Is there a difference between an offline printer on a computer and an offline printer on a network?
Yes, there is a difference. An offline printer on a computer means that the printer cannot print documents sent from the computer, while an offline printer on a network means that the printer cannot be accessed by other devices on the network.

2. Do I have to buy a new printer if I keep having offline printer issues?
Not always. Try the solutions mentioned in this article first before deciding to buy a new printer. Offline printer issues can often be resolved by improving settings and configurations.

3. Why is my printer offline but no error message appears?

Error messages may not always appear when the printer is offline. This depends on the operating system and printer software used.

4. Can an offline printer affect the print quality?
No, the offline status of the printer will not affect the print quality. However, the printer must be online in order to print documents.

5. Can an offline printer affect other network connectivity?

No, an offline printer will not affect other network connectivity. The offline printer issue only affects the printer’s ability to receive and print documents.

6. Can turning off and restarting the printer resolve the offline printer issue?
Yes, rebooting the printer can help renew the connection and resolve the offline printer issue. Try rebooting the printer if you encounter this problem.

7. Can an offline printer be affected by the operating system in use?

Yes, the operating system in use can affect the printer status. Make sure the printer driver compatible with the operating system is installed properly.

Why is the printer offline even though it is connected? – Questions and Answers

1. Why is the printer offline when it is connected?
An offline printer can occur for many reasons, such as network connection issues, an improperly installed printer driver, a printer not selected as the default printer, printer hardware issues, a full print queue, or conflicts with firewalls or antivirus.

2. How to solve offline printer?
You can try several solutions such as checking the network connection, updating the printer driver, selecting the printer as the default printer, checking the printer hardware, clearing the print queue, temporarily shutting down the firewall or antivirus, and updating the printer firmware.

3. Why isn’t my printer printing even though it’s connected?
Issues such as a lost network connection, an improperly installed printer driver, or a full print queue can make the printer not print even when connected. Check each possible cause and try the solutions.

4. Does the offline printer problem only occur with wireless printers?
No, offline printer issues can occur with wireless printers as well as printers connected via USB cable. The causes and solutions for offline printers can apply to both types of printers.

5. How to check the printer’s network connection?

Check if the printer and computer are connected to the same network and make sure the Wi-Fi signal is good. If using a USB cable, make sure the cable is well connected and there is no IP address conflict.

6. Can firewall or antivirus affect the printer status?

Yes, the firewall or antivirus settings on the computer may block the communication between the computer and the printer. If the printer does not print due to this issue, temporarily turn off the firewall or antivirus or add the printer to the exclusion list.

7. When should I ask a technician for help with an offline printer?
If you’ve tried all the available solutions but the offline printer issue still persists, you may need to ask a technician for help.

Conclusion

In this article, we have discussed the causes and solutions to why printers often go offline when they are connected. An offline printer can be caused by a network connection issue, an improperly installed printer driver, a printer not selected as the default printer, printer hardware issues, a full print queue, a conflict with a firewall or antivirus, or the need for a firmware update.

To solve the offline printer problem, you can try several solutions such as checking the network connection, updating or reinstalling the printer driver, selecting the printer as the default printer, checking the printer hardware, clearing unused print queues, temporarily shutting down the firewall or antivirus, or updating the printer firmware.

If the offline printer problem persists despite trying all available solutions, it is advisable to seek the help of an experienced technician. They can help diagnose and fix more complex hardware or configuration issues.

Don’t let offline printer issues interfere with your work productivity. By understanding the causes and solutions explained in this article, you can easily resolve your offline printer and get back to your work smoothly.

Why is the printer offline even though it’s connected?