Frustrated person with non-working printer

Printer Not Printing? 15 Expert Fixes

Complete troubleshooting guide with step-by-step solutions for Windows, Mac, and network printers

• 16 min read • Updated for 2025

Table of Contents

1. Basic Connection Checks 2. Clear Print Queue 3. Set Default Printer 4. Update/Reinstall Drivers 5. Windows Troubleshooter 6. Check Print Spooler 7. Remove & Re-add Printer 8. Check for Paper Jams 9. Clean Print Heads 10. Firewall & Antivirus 11. Network Connection Issues 12. Windows-Specific Fixes 13. Mac-Specific Solutions 14. Advanced Troubleshooting 15. Prevention & Maintenance

When your printer refuses to print, it can bring your workflow to a grinding halt. Whether you're dealing with a home inkjet printer or an office laser printer, this comprehensive guide provides 15 proven solutions to get your printer working again. We'll cover everything from basic troubleshooting to advanced fixes for Windows, Mac, and network printers.

Quick Start Guide

Before diving into detailed troubleshooting, try these quick fixes first:

  • Turn printer off and on again
  • Check all cable connections
  • Ensure paper is loaded correctly
  • Verify ink/toner levels
  • Try printing a test page
Printer troubleshooting diagnostic steps

1. Check Basic Connections

The most common printing issues stem from basic connection problems. Before diving into complex solutions, always start with these fundamental checks:

Power and Physical Connections

  • Power Supply: Ensure the printer is plugged into a working outlet and the power button shows it's on
  • USB Cable: Check both ends of the USB cable are firmly connected. Try a different USB port or cable if available
  • Network Connection: For wireless printers, verify the WiFi indicator light is solid (not blinking)
  • Ethernet Cable: For wired network printers, ensure the ethernet cable is securely connected

Paper and Consumables

  • Paper Loading: Confirm paper is loaded correctly in the tray, not too tight or loose
  • Paper Size: Verify the paper size settings match the actual paper in the tray
  • Ink/Toner Levels: Check cartridge levels - even "low" ink can prevent printing
  • Cartridge Installation: Ensure all cartridges are properly seated and protective tape removed

💡 Pro Tip: Many printer issues are resolved simply by turning the printer off, waiting 30 seconds, and turning it back on. This resets the internal memory and clears temporary errors.

2. Clear the Print Queue

A stuck or corrupted print job in the queue can prevent all subsequent printing. This is one of the most common causes of printing failures:

Windows Method

  1. Press Windows + R and type "control printers"
  2. Right-click your printer and select "See what's printing"
  3. In the print queue window, click "Printer" menu > "Cancel All Documents"
  4. If jobs won't clear, close the window and restart the Print Spooler service (see step 6)
  5. Turn the printer off and on again

Alternative Windows Method

  1. Open Settings > Devices > Printers & scanners
  2. Click your printer name
  3. Click "Open queue"
  4. Select all documents and delete them
  5. Close the queue and try printing again

⚠️ Note: If you can't cancel print jobs normally, you may need to manually clear the spooler folder. Navigate to C:\Windows\System32\spool\PRINTERS\ and delete all files (requires administrator privileges).

3. Set as Default Printer

Windows may be sending print jobs to a different printer than intended, especially in environments with multiple printers:

Windows 10/11 Method

  1. Open Settings (Windows + I)
  2. Navigate to Devices > Printers & scanners
  3. Find your printer in the list and click on it
  4. Click "Manage" button
  5. Click "Set as default" if it's not already selected
  6. Uncheck "Let Windows manage my default printer" for consistent behavior

Control Panel Method (All Windows Versions)

  1. Open Control Panel > Devices and Printers
  2. Right-click your printer
  3. Select "Set as default printer"
  4. A green checkmark should appear on the printer icon

💡 Tip: In office environments, Windows sometimes automatically switches to the "last used printer." Disabling this feature ensures consistent printing to your preferred device.

4. Update or Reinstall Drivers

Printer drivers are the communication bridge between your computer and printer. Outdated, corrupted, or incompatible drivers are among the most common causes of printing failures:

Automatic Driver Update (Windows)

  1. Right-click the Start button and select "Device Manager"
  2. Expand "Print queues" or "Printers"
  3. Right-click your printer and select "Update driver"
  4. Choose "Search automatically for drivers"
  5. Restart your computer after installation

Manual Driver Installation

  1. Visit your printer manufacturer's support website:
    • HP: support.hp.com
    • Canon: canon.com/support
    • Epson: epson.com/support
    • Brother: brother.com/support
  2. Enter your exact printer model number
  3. Download the latest driver for your operating system
  4. Uninstall the current driver from Control Panel > Programs
  5. Run the downloaded driver installer as administrator
  6. Restart your computer and test printing

Warning: Always download drivers directly from the manufacturer. Third-party driver sites may contain malware or outdated software.

Computer screen showing driver installation process

5. Run Windows Troubleshooter

Windows includes built-in diagnostic tools that can automatically detect and fix common printer problems:

Windows 11 Method

  1. Open Settings (Windows + I)
  2. Go to System > Troubleshoot > Other troubleshooters
  3. Find "Printer" and click "Run"
  4. Follow the on-screen instructions
  5. Apply any recommended fixes

Windows 10 Method

  1. Open Settings > Update & Security > Troubleshoot
  2. Click "Additional troubleshooters"
  3. Select "Printer" and click "Run the troubleshooter"
  4. Wait for the scan to complete
  5. Follow any recommended actions

Alternative Command Line Method

  1. Press Windows + R
  2. Type: msdt.exe -id PrinterDiagnostic
  3. Press Enter to launch the printer troubleshooter directly

The troubleshooter can fix issues like missing drivers, incorrect settings, and communication problems automatically.

6. Check Print Spooler Service

The Print Spooler is a Windows service that manages all print jobs. When it stops working or becomes corrupted, printing fails completely:

Restart Print Spooler Service

  1. Press Windows + R and type "services.msc"
  2. Scroll down and find "Print Spooler"
  3. Right-click on "Print Spooler" and select "Stop"
  4. Wait 10 seconds, then right-click and select "Start"
  5. Right-click again, select "Properties"
  6. Set "Startup type" to "Automatic" and click "OK"

Clear Spooler Files (Advanced)

If restarting doesn't work, manually clear stuck files:

  1. Stop the Print Spooler service (steps above)
  2. Open File Explorer and navigate to: C:\Windows\System32\spool\PRINTERS\
  3. Delete all files in this folder (requires administrator rights)
  4. Return to Services and start the Print Spooler service
  5. Try printing a test page

Caution: Only delete files from the PRINTERS folder when the Print Spooler service is stopped. This will cancel all pending print jobs.

7. Remove and Re-add Printer

Sometimes the printer configuration becomes corrupted. Completely removing and reinstalling the printer can resolve persistent issues:

Remove Printer

  1. Open Settings > Devices > Printers & scanners
  2. Find your printer in the list and click on it
  3. Click "Remove device"
  4. Confirm the removal when prompted
  5. Restart your computer (recommended)

Add Printer Back

  1. In the same Printers & scanners settings
  2. Click "Add a printer or scanner"
  3. Wait for Windows to detect your printer
  4. Click on your printer when it appears
  5. Follow the setup wizard instructions
  6. Print a test page to verify

Manual Network Printer Addition

If Windows can't detect your network printer:

  1. Click "The printer that I want isn't listed"
  2. Select "Add a printer using a TCP/IP address or hostname"
  3. Enter your printer's IP address (check printer's display panel)
  4. Follow the remaining setup steps

🔧 For network printers, ensure they're connected to the same network as your computer before attempting to add them.

8. Check for Paper Jams

Paper jams are deceptive - even tiny paper fragments or improperly loaded paper can prevent printing entirely:

Comprehensive Jam Check

  1. Turn off the printer - Never clear jams while powered on
  2. Open all access doors: Front cover, rear access panel, paper trays
  3. Remove paper trays completely and check for stuck paper underneath
  4. Look for small fragments: Even tiny pieces of torn paper can cause issues
  5. Check the paper path: Gently pull out any visible paper in the direction it feeds
  6. Inspect the fuser area (laser printers) - let it cool first if recently used
  7. Close all doors properly - ensure they click into place

Paper Loading Best Practices

  • Don't overfill the paper tray - stay within capacity marks
  • Adjust paper guides snugly against the paper stack
  • Fan the paper stack before loading to prevent sticking
  • Ensure paper is flat and not curled or bent
  • Use the correct paper size settings in your print driver

⚠️ Remember: Some printers have multiple paper paths. Check input trays, rear manual feeds, and output areas thoroughly.

9. Clean Print Heads

Clogged print heads are especially common in inkjet printers and can completely prevent printing or cause severe quality issues:

Diagnose Print Head Issues

  1. Print our nozzle check pattern to identify clogged nozzles
  2. Look for missing lines, streaks, or color gaps
  3. Note which colors are affected (helps identify specific cartridges)
  4. Compare results to a reference image

Automatic Cleaning Process

  1. Access your printer's maintenance menu (usually in printer software)
  2. Select "Clean Print Heads" or "Nozzle Check and Clean"
  3. Run the cleaning cycle (uses ink, so don't overdo it)
  4. Wait 5-10 minutes before printing another test pattern
  5. Repeat up to 3 times if necessary

When Automatic Cleaning Fails

For severe clogs, manual cleaning may be required:

  • Remove ink cartridges carefully
  • Use distilled water and cotton swabs for gentle cleaning
  • Let everything dry completely before reassembling
  • See our detailed print head cleaning guide
Printer maintenance and cleaning process

10. Firewall and Antivirus Issues

Security software can mistakenly block printer communication, especially for network printers or after software updates:

Windows Firewall

  1. Open Control Panel > System and Security > Windows Defender Firewall
  2. Click "Turn Windows Defender Firewall on or off"
  3. Temporarily turn off firewall for private networks
  4. Try printing immediately
  5. If it works, turn firewall back on and add printer exception

Add Printer to Firewall Exceptions

  1. Go to Windows Defender Firewall > "Allow an app through firewall"
  2. Click "Change Settings" then "Allow another app"
  3. Browse to your printer software or add generic printer ports:
    • Port 9100 (Raw printing)
    • Port 631 (IPP printing)
    • Port 515 (LPD printing)
  4. Check both "Private" and "Public" if needed

Third-Party Antivirus

Popular antivirus programs that may interfere:

  • Norton, McAfee, Avast: Check "Network Protection" settings
  • Kaspersky: Look for "Network Attack Blocker"
  • Bitdefender: Check "Firewall" and "Network Protection"
  • Temporarily disable real-time protection to test
  • Add printer IP address to trusted networks

🔒 Always re-enable security software after testing. Never leave your computer unprotected.

11. Network Connection Issues

Network printers require stable connectivity. Connection problems can appear as "printer not responding" errors:

Check Network Connectivity

  1. Verify printer is connected to the same network as your computer
  2. Check Wi-Fi indicator lights on the printer
  3. Print a network configuration page from the printer menu
  4. Ping the printer IP address from Command Prompt: ping [printer-ip]
  5. Try connecting via ethernet cable as a test

Router and Network Troubleshooting

  • Restart your router/modem and printer
  • Check for IP address conflicts
  • Disable "AP Isolation" or "Client Isolation" on your router
  • Update router firmware if available
  • Try connecting to a 2.4GHz network (some printers don't support 5GHz)

12. Windows-Specific Fixes

These solutions target common Windows printing problems:

Reset Windows Print System

  1. Open Command Prompt as Administrator
  2. Run these commands one by one:
    • net stop spooler
    • del /Q %systemroot%\System32\spool\printers\*
    • net start spooler
  3. Restart the computer
  4. Re-add your printer

Windows Update Issues

Recent Windows updates can break printer functionality:

  • Check Windows Update history for recent printer-related updates
  • Uninstall problematic updates if identified
  • Run Windows Update troubleshooter
  • Install latest cumulative updates

13. Mac-Specific Solutions

MacOS has its own unique printer management system:

Reset Mac Printing System

  1. Go to System Preferences > Printers & Scanners
  2. Right-click in the printer list area
  3. Select "Reset printing system..."
  4. Enter your admin password
  5. Re-add all printers

CUPS System Management

  1. Open Terminal
  2. Type: sudo cupsctl --debug-logging
  3. View CUPS logs: tail -f /var/log/cups/error_log
  4. Try printing while monitoring logs for errors
  5. Turn off debug logging: sudo cupsctl --no-debug-logging

14. Advanced Troubleshooting

For persistent issues that resist standard fixes:

Registry Cleaning (Windows - Advanced Users)

Warning: Editing the registry can damage your system. Create a backup first!

  1. Press Windows + R, type "regedit"
  2. Navigate to: HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\Print
  3. Export the Print key as a backup
  4. Delete entries for problematic printers
  5. Restart the computer and reinstall printer

Hardware Diagnostics

  • Test with different USB cables and ports
  • Try the printer on another computer
  • Check for firmware updates on the printer itself
  • Perform factory reset on the printer
  • Inspect for physical damage or worn components

15. Prevention and Maintenance

Prevent future printing problems with regular maintenance:

Weekly Maintenance Tasks

  • Print our test pages to keep ink flowing
  • Check ink/toner levels and replace when low
  • Clean printer exterior with lint-free cloth
  • Ensure printer ventilation isn't blocked

Monthly Deep Maintenance

  • Run automatic print head cleaning cycles
  • Print alignment test pages and adjust if needed
  • Check for driver updates
  • Clean paper path and rollers with compressed air
  • Update printer firmware if available

Best Practices for Longevity

  • Use high-quality paper appropriate for your printer
  • Don't let printers sit unused for months
  • Keep printers in dust-free environments
  • Use genuine or high-quality compatible cartridges
  • Power down properly (don't unplug while active)
Professional printer maintenance and care

Still Having Problems?

If you've tried all 15 solutions and your printer still won't print:

  • Check your printer's warranty status
  • Contact manufacturer technical support
  • Consider professional repair services
  • Evaluate replacement vs. repair costs
  • For older printers, replacement might be more economical

Expert Support Resources

Manufacturer Support

  • • HP: 1-800-474-6836
  • • Canon: 1-800-652-2666
  • • Epson: 1-800-463-7766
  • • Brother: 1-877-276-8437

Online Resources

Frequently Asked Questions

Why does my printer show as "offline" when it's clearly connected?

This usually indicates a communication problem. Check USB connections, restart the Print Spooler service, and ensure the printer is set as default. For network printers, verify both devices are on the same network.

My printer has ink but won't print anything. What's wrong?

This typically indicates clogged print heads. Run automatic cleaning cycles from your printer software, or print our nozzle check pattern to diagnose the issue.

Windows says "driver unavailable" for my printer. How do I fix this?

Download the latest drivers directly from your printer manufacturer's website. Uninstall the current driver first, then install the new one. Restart your computer after installation.

Print jobs get stuck in the queue and won't cancel. What should I do?

Stop the Print Spooler service, manually delete files from C:\Windows\System32\spool\PRINTERS\, then restart the service. This clears all stuck jobs.

How often should I clean my printer to prevent problems?

Print test pages weekly to keep ink flowing, and perform thorough cleaning monthly. Don't let inkjet printers sit unused for more than 2-3 weeks.

When should I consider replacing rather than repairing my printer?

If repair costs exceed 50% of a new printer's price, or if the printer is over 5 years old with multiple recurring issues, replacement is usually more economical.

Keep Your Printer Running Smoothly

Regular maintenance is the key to preventing most printing problems. Our free test pages help you catch issues early and maintain optimal print quality.

Test Black & White Printing Test Color Quality Check Alignment