Printing issues are a very frustrating but common topic in the business world. One of the more popular issues we see customers go through is trying to troubleshoot a printer that is “offline”. In most cases it’s an easy fix, so here’s some steps to follow before contacting your IT department.
Step 1: Check the Basics
Make sure the printer is turned on, plugged in, and connected to the right network cable or Wi-Fi. Look for warning lights or error messages that might signal a paper jam or low toner. Try printing a test page from the printer’s menu, if that fails the issue is likely at the printer and not your computer.
Step 2: Verify the Network Connection
If the printer is powered on but missing from your list, check its connection. Fire wireless printers, confirm it’s joined to the same Wi-Fi network as your computer. For wired printer, make sure the ethernet cable is seated firmly. If your printer has a built in network test, run it.
Printers with dynamic IPs sometimes get new address after restarting. You can find the printer’s current IP on its display or settings screen and compare it to what your computer is using.
Step 3: Re-Add the Printer
If your computer “lost” the printer, re-adding it often restores communication.
- Windows: Go to Settings > Bluetooth & Devices > Printers & Scanners > Add Device
- Mac: Go to System Settings > Printers & Scanners > Add Printer (+) and choose or enter the IP
Step 4: Restart or Update
If it still won’t print, restart your computer to refresh the print spooler service. If that doesn’t help, reinstall or update the printer’s driver from the manufacturer’s website. Outdated drivers are a top cause of connection errors.
Final Tips
If you’ve tried these steps and the printer is still missing, the issue may be on the network side (like a shared printer that’s offline, permission change, or server problem). At that point, it’s time to contact your IT team.
Printers rely on stable network settings just like any device. Giving them static IPs, keeping drivers updated, and checking connections regularly can prevent most issues.
If disappearing printers are a regular headache at your office, Canopy IT Solutions can help you set up a reliable, centrally managed print environment that keeps everyone productive!