Fix printer connection and printing problems in Windows

Sometimes power cycling your printer can resolve the issue. Turn off your printer and unplug it, wait 30 seconds, plug your printer back in, and then turn the printer back on.

Check the cables (for wired printers). Make sure that the printer's USB cable is properly connected from the printer to your PC. If your USB isn’t recognized, see Automatically diagnose and fix Windows USB problems.

Check the wireless connection (for wireless printers). Do one of the following:

• Make sure the printer’s wireless option is turned on and available. Many printers have a button that displays a blue wireless icon when a wireless connection option for the printer is available. To learn where this button is located on your printer and to find instructions about how to turn it on, see the instructions that came with the printer or check the manufacturer's website for instructions.

• Run the printer’s wireless connectivity test. Many printers have a menu option to test the printer’s wireless connectivity. Read the instructions that came with the printer or check the printer manufacturer’s website for instructions about how to do this.

• If those check out and you’re still having problems, your PC may not be connecting to your wireless network. To learn more, see Why can't I get online? For more advanced help, see Fix network connection issues in Windows.

• If you're having trouble connecting to a Bluetooth printer, see Fix Bluetooth problems in Windows.

Try removing and reinstalling the printer.

Remove your printer:

1. Select the Start  button, then select Settings  > Bluetooth & Devices  > Printers & scanners .
   Open Printers & scanners settings

2. Select the printer you want to uninstall.

3. Select the Remove button. Then confirm you're sure you want to remove this device by selecting Yes.

Reinstall your printer:

If your printer is turned on and connected to the network, Windows should find it easily. Available printers can include all printers on a network, such as Bluetooth and wireless printers, or printers that are plugged into another computer and shared on the network. You might need permission to install some printers. To reinstall your printer, follow these steps:

1. Select the Start  button, then select Settings  > Bluetooth & Devices  > Printers & scanners .
   Open Printers & scanners settings

2. Make sure your printer is turned on and connected.  Then select the Add device (or Refresh) button.

3. Please wait a moment while Windows searches for the printers that are connected to the device (locally or wirelessly).  Windows will then display a list of printers connected to your device.  If you see your printer listed, select the Add device button for your printer.  If you don't see your device listed, select Add manually.

Reinstall your printer manually:

If the system cannot install the printer automatically, you can reinstall it manually. When you select Add manually, you will then see five options to Find a printer by other options.  Select the option that applies best for your situation and then follow the steps provided.  All of the options can apply for a printer that is connected wirelessly or through your network.  However, if your printer is connected directly to your computer locally, select Add a local printer or network printer with manual settings and then select Next.  

Reinstall a local printer manually:

After selecting Add a local printer or network printer with manual settings, follow these steps:

1. Select Use an existing port and then select the port the printer is connected to.  Then select Next. If the printer is connected via USB, select it from the list. There are also options for parallel (LPT) and serial (COM) ports.

2. You will now see options to install the printer driver. If the printer came with a disc that includes the driver, select Have Disk. Otherwise, select Windows Update.

3. Please wait while Windows updates the list of printers.  Then select the printer manufacturer from the left column, and the printer model from the right column. Then select Next.

   Note: If there are multiple versions of a driver for your device, you might be asked which version of the driver to use.  In most cases, you should select Replace the current driver. However, if you're confident the installed driver is correct, select Use the driver that is currently installed.

4. Type a name for your printer, and then select Next. This name is only for your personal reference, so you can choose any name you prefer. 

5. Select Do not share this printer. (If you want to share your printer with other devices on your network, select Share this printer and enter the name and location.) Select Next.

6. Select Print a test page to confirm that the printer is working and then select Finish.

Most printers require the latest driver to work well. To learn more, read How to download and install the latest printer drivers.

If your printer still doesn’t work after you install the latest driver for your printer, continue to step 5.

If the previous troubleshooting step is not successful, you may need to clear spooler files and restart the spooler service. The print spooler is a file that manages the printing process. To clear and reset the print spooler:

1. In the search box on the taskbar, type services, and then select Services in the list of results.

2. Select the Standards tab, and then double-click Print Spooler in the list of services.

3. Select Stop, and then select OK.

4. In the search box on the taskbar, enter %WINDIR%\system32\spool\printers, select %WINDIR%\system32\spool\PRINTERS in the list of results, and then delete all files in the folder.

5. In the search box on the taskbar, search for services, and then select Services in the list of results.

6. Select the Standards tab, and the double-click Print Spooler in the list of services.

7. Select Start, select Automatic in the Startup Type box, and then select OK.

If your printer displays an "offline" status, check out Troubleshooting offline printer problems.

If the windows does not detect the printer, follow the below troubleshooting steps to resolve:

Check the printer connection: Ensure the printer is turned on.

Check the USB cable for wired printers: Make sure that the printer's USB cable is properly connected from the printer to your PC. If your USB isn’t recognized, see how to diagnose and fix Windows USB problems.

Check the wireless connection:

• Make sure the printer’s wireless option is turned on and available. Many printers have a button that displays a blue wireless icon when a wireless connection option for the printer is available. To learn where this button is located on your printer and to find instructions about how to turn it on, see the instructions that came with the printer or check the manufacturer's website for instructions.

• Run the printer’s wireless connectivity test. Many printers have a menu option to test the printer’s wireless connectivity. Read the instructions that came with the printer or check the printer manufacturer’s website for instructions about how to do this.

• If those check out and you’re still having problems, your PC may not be connecting to your wireless network. To learn more, see Why can't I get online? For more advanced help, see Fix network connection issues in Windows.

• If you're having trouble connecting to a Bluetooth printer, see Fix Bluetooth problems in Windows.

• Try plugging the USB cable into a different port or test the network connection.

Run Windows printer troubleshooter:

• Go to Settings > System > Troubleshoot > Other troubleshooters.

• Select Run next to Printer and follow the on-screen instructions.

Update printer drivers:

• Select Start > Device Manager.

• Locate the printer, right-click, and select Update driver.

• Select Search automatically for drivers.

• If the driver isn't found, visit the manufacturer's website to download the latest drivers manually. For more information, see how to download and install the latest printer drivers.

Restart printer spooler service:

• Open Services (Press Win + R, type services.msc).

• Locate Print Spooler, right-click, and select Restart.

Reinstall the printer:

• Remove the printer by going to Settings > Bluetooth & devices > Printers & scanners, select the printer, and click Remove.

• Select Add device next to Add a printer or scanner and follow the prompts to reinstall the printer. For more information see how to install or add a printer.

If the documents are stuck in the print queue and aren't printing or if the new print jobs do not proceed due to stuck tasks, follow the below troubleshooting steps.

Manually clear the print queue:

• Select Start > Settings > Bluetooth & devices >Printers & scanners.

• Select your printer and on the page that opens, select Open print queue.

• Click on ... (ellipsis) and select Cancel all if there are any pending jobs.

Restart print spooler:

• Open Services (Press Win + R, type services.msc).

• Locate Print Spooler, right-click, and select Restart.

Clear the spool folder:

• Stop the print spooler service.

• Open File Explorer and navigate to C:\Windows\System32\spool\PRINTERS.

• Delete all files inside the folder (this will clear the print queue).

• Restart the print spooler service.

If the printer appears as Offline in Windows even though it is powered on and connected, follow the below troubleshooting steps to resolve.

Set the printer to default:

• Go to Settings > Bluetooth & devices > Printers & scanners.

• Select the printer and click Set as default.

Check printer queue:

• Select Start > Settings > Bluetooth & devices >Printers & scanners.

• Select your printer and on the page that opens, select Open print queue.

• Click on ... (ellipsis) and select Cancel all if there are any pending jobs.

Make sure printer is connected to same Wi-fi network as your device:

• To find out if your printer is connected to Wi-Fi, see if your printer's built-in menu has options for checking its Wi-Fi connection, or check the printer's manual for instructions about how to add it to a Wi-Fi network.

Power Cycle the Printer:

• Turn off your printer, unplug it for a minute, and then turn it back on.

• Reconnect the printer to your computer and check the status.

Restart Print Spooler:

• Open Services (Press Win + R, type services.msc).

• Locate Print Spooler, right-click, and select Restart.

If the printer stops working due to a paper jam, follow the below troubleshooting steps.

• Power off the printer.

• Open the printer’s access panel and remove the jammed paper.

• Make sure no small pieces of paper are left inside.

• Reload the paper tray and ensure it's not overloaded.

• Restart the printer.

Follow the below troubleshooting steps if the printer is printing slowly.

Adjust Print Quality Settings:

• Go to Settings > Bluetooth & devices > Printers & scanners.

• Click on the printer and select Printer preferences.

• Go to Paper/Quality tab and set the Print quality to a lower setting like Draft or Normal for faster printing.

Switch to a Wired Connection:

• If printing via Wi-Fi, try switching to a USB or Ethernet connection to rule out network latency.

Update Firmware:

• Check the printer manufacturer's website for firmware updates. Updating firmware can resolve performance issues.

Reduce Print Job Complexity:

• Large or complex documents with high-resolution images can slow down printing. Consider simplifying the content or lowering the image quality before printing.

Print spooler is a file that manages the printing process. If the print spooler service repeatedly crashes or stops working, follow the below troubleshooting steps to resolve.

Clear the Print Queue:

• Select Start > Settings > Bluetooth & devices >Printers & scanners.

• Select your printer and on the page that opens, select Open print queue.

• Click on ... (ellipsis) and select Cancel all if there are any pending jobs.

Check for Conflicting Drivers:

• Uninstall any unnecessary or old printer drivers in Device Manager.

• Reinstall the latest drivers for your current printer model. For more information, see how to install latest printer drivers.

Run System File Checker:

• Open Command Prompt as an administrator.

• Type sfc /scannow and press Enter. This will scan and repair any corrupted system files that could be affecting the print spooler.

If the printed documents appear faded, streaked, or blurry, follow the below troubleshooting steps.

Check the Print Settings

• Go to Settings > Bluetooth & devices > Printers & scanners.

• Select your printer, and then select Printing preferences.

• Make sure the Print Quality is set to the highest available setting, and check that the Paper Type matches the paper you're using.

Check Ink or Toner Levels:

• Ensure your ink or toner cartridges are not running low. Go to the printer software to check cartridge levels or visually inspect them on the printer itself.

• Replace cartridges if they are low or empty.

Clean the print head:

• Access your printer's Maintenance or Tools section from the printer's control panel or via its software on your PC.

  Select the option to Clean the Print Head or Nozzles. This helps clear any blockages affecting print quality.

Use the Correct Paper:

• Ensure that you're using the right type and size of paper for your print job. Poor-quality or incompatible paper can cause smudging or low print clarity.

If the printer works but doesn’t print from a specific app (e.g., Word, Excel), follow the below troubleshooting steps.

• Ensure the app you are trying to print from is up to date.

• Reinstall the app.

• Try printing to another printer or exporting to PDF to see if the issue is app-related.

• Restart both the app and the printer.

• Check for specific app-related printer settings (like margins or paper size).

If you're experiencing problems with installing printer drivers or if the printer isn't functioning properly due to driver issues, follow these troubleshooting steps.

Download the correct driver:

• Visit the printer manufacturer's official website.

• Select the correct model and download drivers that match your Windows version (e.g., Windows 10/11, 32-bit or 64-bit).

Uninstall old drivers:

• Open Device Manager, locate the printer, right-click and select Uninstall.

• Go to Control Panel > Programs > Uninstall a program to remove any printer-related software.

Reinstall Drivers:

• Restart your computer, then run the driver installer and follow the prompts to complete installation.

If you cannot access shared printers on a network, follow these troubleshooting steps.

• Ensure the printer is set to share in Settings > Bluetooth & devices > Printers & Scanners.

• Verify that file and printer sharing is enabled on the network.

• Ensure all devices are connected to the same network.

• Check firewall settings and antivirus software, which may block printer sharing.

• Add the shared printer manually: Select Start > Settings > Bluetooth & devices > Printers & scanners. Select Add device.