A document has to go out. You click Print. The printer just sits there.
Maybe there’s no error message. Maybe it says “offline.” Either way, you’re left thinking, My printer isn’t working, and I don’t know who to call.
Try these simple checks first. You don’t need special tools, and you can stop as soon as your printer works.
1. Check the printer’s basics
Start with the things that are easy to miss when you’re in a hurry:
- Is the printer turned on? Look for its power light or screen.
- Is there paper in the tray? Make sure it’s sitting straight.
- Is there an error message or a paper jam?
- If you use a USB cable, is it firmly connected at both ends?
If something looks wrong, fix that first and try printing again. A small paper or cable issue may be all that’s stopping the job.
2. Restart the printer and your computer
A printer or computer can get stuck in a temporary hiccup. Turn the printer off, wait about 30 seconds, then turn it back on. Restart your computer too.
Give both devices a minute to reconnect before printing again. It’s a basic step, but it can clear up problems that don’t have an obvious cause.
3. Check that your devices can connect
If your printer uses Wi-Fi, make sure it’s connected to your network. Your computer or phone should be on that same network, not a guest network or a different Wi-Fi connection.
If your printer uses a cable, check that the cable hasn’t come loose. For a wireless printer, its screen or settings may show whether it’s connected. If it has dropped off the network, follow the printer’s own instructions to connect it again.
Not sure where to find those instructions? Search the printer maker’s official support site using the model name printed on the device.
4. Select the right printer
Your computer may be sending the document to a different printer, or to a digital option such as “Print to PDF.”
Open the print window and check the selected printer. Choose the printer you’re trying to use, then print again. If you see several similar names, look for the model that matches your device.
5. See if a print job is stuck
Sometimes one failed job holds up everything behind it. Open the printer queue on your computer and look for jobs marked as paused, failed, or waiting.
Cancel the stuck job, then try printing just one page. If the queue is paused, resume it. If you’re not sure how to open the queue, look up the instructions for your computer’s operating system or check Microsoft’s printer troubleshooting guide.
6. Try printing from another app
If you’re printing from a particular program, test with a simple document in another app. For example, try a short note or a basic text document.
- It prints from another app: The issue may be with the first app or that particular document.
- It won’t print from any app: The problem may be with the printer connection, computer settings, or printer software.
This quick test gives you a useful clue before you spend time changing settings.
7. Check whether the printer is marked “offline”
A printer can be switched to “offline” in your computer’s settings even when it’s powered on. Check your printer settings for an offline status. If you see an option such as Use Printer Offline, make sure it isn’t turned on.
The exact steps depend on your computer. Microsoft has a guide to fixing offline printer problems in Windows. For a Mac, see Apple’s guide to solving printing problems.
8. Reconnect the printer or check its software
If the printer still won’t show up, your computer may have lost track of it. Try removing it from your list of printers and adding it again. On a Mac, Apple’s printing problems guide explains how to manage printers in system settings.
If your computer asks for printer software or a driver, get it from the printer manufacturer’s official website. A driver is software that helps your computer communicate with the printer. Avoid downloading it from unfamiliar sites.
If you’d rather not change these settings yourself, that’s reasonable. You’ve done the useful checks. It may be time to ask for help.
Is the printer the problem, or something else?
A printer issue isn’t always a printer issue. The pattern can help you work out where the trouble might be.
- Only one computer can’t print: The printer may be fine, and the issue may be that computer’s settings or software.
- No device can find a wireless printer: The printer may have lost its Wi-Fi connection, or there may be a network issue.
- It prints from some apps but not one: Check the app or document before changing printer settings.
- The printer shows an error, jam, or warning light: Check the printer’s screen and manual. It may need attention at the device itself.
- Several devices have connection trouble: The issue may be with the shared network rather than the printer.
If you call someone, share what you’ve already tried, the printer’s model, how it connects, and any error message. That makes it easier to choose the right next step, and helps avoid repeating checks you’ve already done.
Need someone to call when technology stops working?
It’s frustrating when a routine task turns into a troubleshooting session. And you don’t always need a printer repair. Sometimes the problem is the computer, the connection, or the settings, and you need computer support to help sort it out.
My SMB IT offers small business computer support with plans starting at $9.99 per device per month, with no contract. Remote Help Desk support is included with Essentials and Pro plans. A remote technician can help investigate computer and software issues; if the printer needs hands-on repair, they can help you understand what to ask a local repair service.
If you need one-time computer help, check what kind of support best fits your situation. For ongoing help, take a look at My SMB IT pricing and services. No pressure, just a practical next step when you’d rather get back to work.