Printers can encounter a variety of malfunctions, some of which are simple to resolve. However, troubleshooting printer problems particularly on Windows devices can be frustrating due to the many potential causes.
The issue might originate from your computer, the printer itself, or the connection between them. In this guide, we’ll walk you through ten common troubleshooting steps to help resolve situations where your printer refuses to print.
Canon color photo printer
1. Check Paper Tray and Printer Connection
Many printers won’t print if there’s a loose USB connection or if they’re out of ink or paper. Start by checking the ink or toner levels, cleaning the printhead, loading the paper tray, and using high-quality paper. Poor-quality paper can lead to issues like “Ghost Paper Jams” and prevent your printer from functioning properly.
If you’re using a wired printer, make sure both ends of the USB or Ethernet cable are securely connected to your printer and computer. Consult the printer’s manual for specific setup instructions for Windows or Mac.
For wireless printers, ensure both the printer and computer are connected to the same Wi-Fi network. A mismatch in network connections can stop print jobs from being processed. Also, review your router settings, temporarily disable any VPNs, and assign a static IP address to your printer. For more detailed solutions, check out our guide on troubleshooting wireless printer connections.
2. Run the Printer Troubleshooter
Windows offers a set of built-in troubleshooting tools designed to detect and fix both hardware and software issues. Before diving into more advanced solutions, it’s a good idea to run the Printer Troubleshooter first.
- Go to Settings > Bluetooth & devices > and select Printers & scanners.
In Windows 10, go to Settings > Devices > Printers & scanners.
- Select the problem printer from the list of connected devices.
Note: If your printer shows a status of “Offline,” check out our guide on how to bring an offline printer back online. If your printer is already online, continue with the next step.
- Select Run the troubleshooter in the “Printer settings” tab.
Another way to access the Printer Troubleshooter in Windows 11 is by navigating to Settings > System > Troubleshoot > Other troubleshooters, then clicking Run next to the “Printer” option.
On Windows 10, navigate to Settings > Update & Security > Troubleshoot, then click on Additional troubleshooters. From there, select Printer and click Run the troubleshooter.
Allow the troubleshooter to perform checks on the printer, its drivers, and related system processes.
3. Set the Printer As Default
Windows includes a feature that automatically sets your default printer based on your location and usage patterns. While generally reliable, this feature isn’t foolproof your PC might default to an inactive printer, preventing successful printing.
On macOS, the system typically assigns the last used printer as the default. To avoid issues, confirm that the currently active printer is set as the default on your computer.
For Windows users, navigate to Settings > Bluetooth & devices > Printers & scanners, choose your printer, and click Set as default.
On Mac computers, open System Preferences > Printers & Scanners, right-click the desired printer, and choose Set default printer. Alternatively, use the Default printer drop-down menu to select your preferred printer.
4. Clear Your Computer’s Print Queue
When you print a document, your computer sends it as a “print job” to the print queue. Normally, the job is removed from the queue once printing is complete. However, sometimes completed print jobs remain stuck in the queue.
When this occurs, new print jobs can also get stuck, preventing the printer from processing any files. Clearing the print queue can often fix the issue.
Clear Print Queue in Windows
- Go to Settings > Bluetooth & scanners > Printers & scanners and select your printer.
- Select Open print queue.
- Select Printer on the menu bar and select Cancel All Documents.
- Select Yes on the confirmation prompt.
Print a document or a test page to see if clearing the print queue resolved the issue. To do this, open the printer menu and choose Print Test Page.
If printed documents remain in the queue, check out our troubleshooting guide on how to delete stuck print jobs in Windows.
Clear Print Queue in macOS
- Go to System Preferences > Printers & scanners, select the printer on the sidebar, and select Open Print Queue.
- Select the x icon next to the pending print jobs to remove them from the queue.
5. Update Printer Driver
If your printer isn’t receiving print jobs from your PC, a corrupted or outdated driver could be the cause. While Windows typically updates drivers automatically, certain conditions like a metered internet connection can block this process. You can manually install the driver either from your computer or online.
Visit the printer manufacturer’s website and download the latest driver for your specific model. Then, connect the printer to your PC and follow the steps below.
- Right-click the Start Menu or press the Windows key + X to open the Quick Access Menu. Select Device Manager to proceed.
- Expand the “Printers” category, right-click the printer’s driver, and select Update driver.
3. Choose Search automatically for drivers and allow Windows to find the most suitable driver for your printer. Make sure your PC is connected to the internet via Wi-Fi or Ethernet, as the process requires online access.
Alternatively, select Browse my computer for drivers to manually install a driver you’ve downloaded from the printer manufacturer’s website. Then click Browse, locate the driver file on your PC, and select Next to begin the installation.
To ensure your printer functions smoothly, we recommend enabling automatic driver downloads in Windows particularly if you’re on a metered connection.
Navigate to Settings > Bluetooth & devices > Printers & scanners, then toggle on Download drivers and device software over metered connections.
If Device Manager indicates that your printer’s driver is up to date, it’s still a good idea to verify this on the manufacturer’s website. You can usually find the driver update history under the Downloads, Software, or Drivers section. If you’re unsure how to locate, install, or update your printer driver, consider reaching out to the manufacturer for assistance.
6. Reboot Your Devices
Restarting both your printer and computer can help re-establish their connection. Begin by shutting down your computer and unplugging the printer’s power cord. Be sure to close any open applications or documents to avoid losing unsaved work.
Once both devices are off, turn them back on, reconnect the printer to your PC, and try printing a document to see if the issue is resolved.
7. Reinstall Printer Driver
Reinstalling a corrupt or malfunctioning printer driver can often fix issues preventing your printer from working properly. This process involves uninstalling the existing driver, restarting your computer, and performing a fresh installation. Keep in mind that doing so may reset any custom settings or preferences you’ve configured for the printer on your PC.
- Type device manager into Windows Search and select Device Manager.
- Expand the “Printer” section, right-click the printer’s driver, select Uninstall device, and select Uninstall on the pop-up.
You should also remove the printer from your PC’s memory.
- Go to Settings > Bluetooth & devices > Printers and scanners, select the printer, and select the Remove button.
- Select Yes on the confirmation prompt.
Restart your computer and reconnect the printer. Windows should automatically detect the device and install the appropriate driver upon connection.
8. Restart the Printer Spooler
The Print Spooler is a system service in Windows that handles print jobs and manages printer functions. Temporary glitches can disrupt its performance, leading to printing issues. Restarting the Print Spooler can help restore normal operation.
- Open the Windows Run box (press Windows key + R), type services.msc in the dialog box, and press Enter.
- Right-click Printer Spooler and select Restart.
9. Update Your Computer
In addition to addressing software bugs, Windows Updates can also install newer versions of outdated or faulty drivers. To ensure your system is up to date, go to the Windows Update settings and install the latest build or security patches available for your device.
On Windows 11, navigate to Settings > Windows Update and let Windows check for available updates. If updates have already been downloaded, you may be prompted to restart your PC. Click Restart now to complete the installation and reboot your system.
On Windows 10, go to Settings > Update & Security > Windows Update and click Check for updates. Ensure your computer is connected to the internet during this process.
In macOS, go to System Preferences > Software Updates and select Update Now (or Upgrade Now).
10. Run the Printer’s Utility Software
HP offers the Print and Scan Doctor utility (or HP Smart for Mac), which helps diagnose and fix various issues with HP printers. It can identify problems like empty ink cartridges, outdated drivers, blocked nozzles, paper feed errors, and more.
For Samsung printers, the Samsung Printer Experience app provides comprehensive tools and troubleshooting guides. Similarly, Canon users can use the Canon Inkjet Print Utility for managing and resolving issues with Canon inkjet printers.
Download the appropriate utility software for your printer model from the manufacturer’s website, install it on your computer, and follow the on-screen instructions to run the tool.
Pay Attention to Physical Indicators
Most printers feature status lights or LCD screens that display error codes, helping identify the cause of printing problems. Refer to your printer’s user manual to understand what these indicator lights and error codes signify, along with their suggested solutions.
If your printer still fails to print after following these troubleshooting steps, consider contacting the manufacturer for further assistance.
If you’ve followed all the recommended troubleshooting steps and your printer still isn’t working, don’t hesitate to seek additional help. Manufacturer support teams can often identify issues that aren’t immediately obvious and guide you through more advanced solutions. Also, if you have any questions or suggestions, feel free to leave a comment below we’d love to hear from you and help further if needed!
Leave a Reply