Printer Not Responding? Fixes That Work

When your printer shows “not responding,” it usually means the computer and printer have lost their connection, and the fix is almost always a quick reset of that connection—restarting the printer, checking cables or Wi-Fi, and clearing the print queue. This article walks through the most common causes and the exact steps to get printing again, whether you use Windows, macOS, or a mobile device.

Why Printers Stop Responding

Printers are simple devices that do one thing well, but they depend on a fragile chain of software and hardware. The “not responding” message appears when the print job you sent never reaches the printer, or the printer receives it but cannot process it. Common culprits include:

• Stale print queue: A stuck job blocks everything behind it.
• Sleep mode: The printer powers down its network interface to save energy and misses the wake-up call.
• Driver corruption: The software that translates your document into printer language is outdated or broken.
• Network changes: Your router assigned a new IP address to the printer, but the computer still points to the old one.
• Physical connection issues: A loose USB cable or a dead Wi-Fi adapter.

Understanding this chain helps you troubleshoot systematically instead of randomly clicking buttons.

First Steps: Restart Everything

Most printer problems are temporary glitches, and a full power cycle clears them. Do these in order:

1. Turn off the printer and unplug it from power. Wait 60 seconds—this drains residual charge and resets internal memory.
2. Turn off your computer and router (if using Wi-Fi). Wait 30 seconds, then restart the router first, then the computer.
3. Plug the printer back in and turn it on. Wait until it finishes its startup cycle—usually 30–90 seconds.
4. Try printing a test page from the printer’s own menu (often under “Setup” or “Tools”). If that works, the printer hardware is fine and the issue is the connection.

This simple reset fixes a surprising number of cases because it clears both the printer’s internal state and the computer’s network cache.

Clear the Print Queue

A corrupted or stuck print job is the single most common cause of “not responding.” When a job fails to print, it stays in the queue and blocks all subsequent jobs. Clearing it is safe and quick.

On Windows 10/11:

1. Open Settings > Devices > Printers & scanners.
2. Select your printer, then click Open print queue.
3. Click Printer in the menu bar and choose Cancel all documents.
4. If jobs remain, restart the Print Spooler service: press Win + R, type services.msc, find Print Spooler, right-click and select Restart.

On macOS:

1. Open System Settings > Printers & Scanners.
2. Select your printer and click Print Queue.
3. Click the X next to each job, or use Printer > Cancel All.

After clearing, send a new test page. If it prints, you are done.

Check the Connection: USB and Wi-Fi

If the queue is empty but the printer still won’t respond, verify the physical or wireless link.

For USB: Try a different cable and a different port on your computer. Avoid USB hubs—connect directly to the PC. A cable that works for charging may not carry data reliably.

For Wi-Fi: Print a network configuration page from the printer’s menu (look for “Network” or “Wireless” settings). It will show the printer’s IP address. Then on your computer, open the printer properties and check that the port is set to that IP. If the IP changed, update it manually or re-add the printer using its new address.

Also confirm the printer is on the same network as your computer. Guest networks or a phone hotspot will not work. If you recently changed your router password, the printer may have lost its connection—re-enter the Wi-Fi credentials on the printer’s touchscreen or via its web interface.

Update or Reinstall the Driver

Drivers are the translators between your operating system and the printer’s internal language. An outdated or corrupted driver can cause intermittent “not responding” errors. Most modern printers work with built-in drivers, but manufacturer-specific drivers add features like ink levels and duplex options.

1. Visit the printer manufacturer’s support website and download the latest driver for your exact model and operating system.
2. Uninstall the current driver first: on Windows, go to Settings > Apps, find the printer software, and uninstall it. On macOS, delete the printer from Printers & Scanners.
3. Restart your computer, then install the new driver and re-add the printer.

If you are in a hurry, Windows and macOS often have generic drivers that work for basic printing. Try adding the printer again using the built-in driver before downloading anything—this solves many cases without extra software.

Set the Printer as Default and Go Online

Two small settings cause a disproportionate number of “not responding” errors.

Default printer: If you have multiple printers installed, your document may be going to an old or offline device. In Windows, go to Printers & scanners, select your printer, and click Manage > Set as default. On macOS, right-click the printer in Printers & Scanners and choose Set as default.

Offline mode: Windows sometimes marks a printer as offline even when it is reachable. In the print queue window, click Printer and uncheck Use Printer Offline. Also uncheck Pause Printing if it is greyed out.

These settings are easy to overlook because they do not show an error until you try to print.

When the Printer Itself Is the Problem

If the printer does not respond even to its own test page, the issue is internal. Check for:

• Paper jam: Even a tiny scrap of paper can stop the printer. Open all access panels and remove any paper, including bits that are not visible.
• Ink or toner: Some printers refuse to work when a cartridge is empty or improperly seated. Remove and reinstall cartridges, and check for protective tape.
• Error lights: Blinking patterns on the printer’s control panel indicate specific errors. Consult the manual or the manufacturer’s website for the code.

If the printer powers on but does nothing, try a factory reset from the menu (usually under Settings > Restore). This clears any corrupted internal state without affecting your computer.

Frequently Asked Questions

Why does my printer say “not responding” but my computer is online?

The printer and computer may be on different networks, or the printer’s Wi-Fi radio has gone to sleep. Reconnect the printer to your Wi-Fi network and ensure both devices are on the same subnet (usually the same router).

How do I fix a printer that is offline on Windows?

Open the print queue, click Printer, and uncheck Use Printer Offline. If that does not work, restart the Print Spooler service as described above, then restart the printer.

Can a VPN cause printer not responding errors?

Yes. A VPN routes your traffic through a remote server, which can block the local network traffic needed to reach the printer. Disconnect the VPN and try printing again.

Why does my printer work after restarting but fail again later?

This usually points to a power-saving setting on the printer or a weak Wi-Fi signal. Disable the printer’s sleep mode (check the manual) or move the printer closer to the router. Also update the driver, as old drivers often fail to wake the printer properly.

Should I use a USB cable or Wi-Fi for a printer?

USB is more reliable and faster, but it limits placement. Wi-Fi is more convenient for multiple devices. If you have recurring connection issues, a USB cable is the simplest fix.

Is there a way to reset the printer without losing settings?

Yes. A power cycle (unplug and wait 60 seconds) clears temporary errors without losing your network settings or preferences. A factory reset, which does erase settings, should be a last resort.

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