Last updated: April 2026

Printer Not Working? 7 Common Problems and Fixes

Printer not working? You are not alone – offline printers, paper jams and stuck print queues are among the most common IT problems. Most printer problems in Windows have simple fixes you can handle yourself in a few minutes. Here are the seven most common errors with step-by-step solutions that work for HP, Canon, Epson and Brother.

1. The printer shows as "Offline"

This is the most common problem. The printer is turned on, but the computer says it is offline. Here is how to fix it:

1. Turn the printer off and on again. Wait 30 seconds between off and on.
2. Check the cable (USB or network cable). Try a different USB port.
3. For wireless printers: check that the printer is connected to the same Wi-Fi network as the computer.
4. Go to Settings, Bluetooth & devices, Printers & scanners. Click the printer and select Open print queue. Check that it is not paused.
5. Run Microsoft's built-in printer troubleshooter.

Often a simple restart of the printer is enough. Printers have their own software that can occasionally freeze.

2. Paper jam

A paper jam occurs when paper gets stuck inside the printer. Here is how to handle it:

1. Turn off the printer and unplug the power cord.
2. Open all covers (front, rear, paper tray).
3. Gently pull the paper out in the direction it normally travels. Do not tear it. Pull steadily and slowly.
4. Check that no scraps of paper remain inside the machine.
5. Fan the paper stack and place it back evenly in the tray. Misaligned paper is a common cause of jams.

If paper jams happen frequently, it may be due to worn rollers inside the printer. Try cleaning the rollers with a slightly damp cloth. Use the correct paper type – not too thick or too thin.

3. Ink or toner is empty (or is it?)

Printers often warn about low ink long before it is actually empty. Manufacturers want you to buy replacements early. You can often print many more pages after the warning appears.

If prints are faded or streaky:

• Run a printhead cleaning from the printer's menu or software.
• For ink cartridges: remove the cartridge and shake it gently. This can release remaining ink.
• For laser: remove the toner cartridge and tilt it gently from side to side to redistribute the toner evenly.
• Check that you are using the correct cartridge type for your printer model.

4. Drivers are missing or outdated

Drivers are the software that lets your computer communicate with the printer. After a Windows update, drivers can stop working. Here is how to update them:

1. Go to the printer manufacturer's website (HP, Canon, Epson, Brother).
2. Search for your printer model and download the latest driver.
3. Install the driver and restart your computer.

Alternatively, open Device Manager in Windows, find the printer, right-click it and select Update driver. Windows will then automatically search for updates.

5. Wireless printing is not working

Wireless printers are convenient but can be temperamental. The most common reasons a wireless printer stops working:

• Different networks: The printer and computer must be on the same Wi-Fi network. Many routers broadcast both 2.4 GHz and 5 GHz. Check that both devices are on the same frequency band.
• Router has frozen: Restart the router. Wait two minutes, then reconnect.
• Printer has lost its connection: Go to the device's Wi-Fi settings and reconnect to the network.
• IP address conflict: Assign a static IP address to the printer via the router to prevent it from getting a new address every time.

HP has thorough troubleshooting guides for wireless printing that apply to many printer brands, not just HP.

6. The printout looks wrong

Skewed text, wrong colours or an unreadable printout? Try this:

• Skewed printout: Check that the paper is placed straight in the tray. Adjust the paper guides so they sit snugly against the paper stack.
• Wrong colours: Run colour calibration from the printer's settings. Check that the correct cartridges are installed.
• Streaks or lines: Clean the printhead. For laser printers, check the drum unit.
• Printout is too small or cut off: Check the paper size in the print settings. Select A4 if that is what you are using.

7. The print queue is stuck

Sometimes print jobs get stuck in the queue and nothing prints. Here is how to clear the queue:

1. Go to Settings, Bluetooth & devices, Printers & scanners.
2. Click your printer and select Open print queue.
3. Select all jobs and delete them.
4. If they cannot be deleted: open Command Prompt as administrator and type net stop spooler, then net start spooler.
5. Try printing again.

Preventive tips

A few simple habits can save you a lot of printer trouble:

• Print at least one page per week. Inkjet printers dry out if not used.
• Use quality paper. Cheap paper produces more dust and more jams.
• Keep drivers up to date.
• Clean the inside of the printer regularly.
• Don't overfill the paper tray. Leave a little room.

Can't get the printer working? Contact an IT support service like Datafolka for assistance. Printer problems are something we fix every day.