Why Your Printer Is Not Working: Common Causes, Fixes, and Prevention Tips

 

Few things are more frustrating than sitting down to print an important document only to discover that your printer is not working. Whether it suddenly stops responding, prints blank pages, or refuses to connect to your device, printer problems always seem to happen at the worst possible moment. The good news is that most issues are easy to diagnose and fix—once you understand what’s causing the problem.

In this guide, we’ll walk through the most common reasons your printer may fail, how to troubleshoot each issue, and what you can do to keep your printer running smoothly in the future.

1. Check the Basics First

Before you assume anything is broken, start with the simplest checks:

Is the printer turned on?

It sounds obvious, but many “printer not working” complaints come down to a loose power cable or a device that accidentally powered off.

Are there error lights or messages?

Modern printers typically display error codes or lights to indicate when something is wrong—low ink, paper jams, offline status, or connectivity issues. Checking the printer’s display can point you in the right direction immediately.

Is the printer connected correctly?

Whether your printer uses USB, Wi-Fi, Ethernet, or Bluetooth, connection issues are among the most common causes of printer failures.

2. Fixing Wi-Fi and Connection Problems

A printer not working due to connectivity issues is extremely common, especially with wireless models. If your printer isn’t responding:

Restart your devices

Turn off the printer, computer, and router. Wait 10–20 seconds, then power them back on.

Reconnect the printer to Wi-Fi

Printers can drop their connection after power outages, router resets, or network changes.

Most printers offer a “Wireless Setup Wizard” in their settings menu. Run the wizard and reconnect to your Wi-Fi network.

Check your network

If you recently changed your Wi-Fi password or upgraded your router, the printer may still be trying to connect using outdated settings.

Verify the correct printer is selected

Sometimes your computer will default to a virtual printer (such as “Print to PDF”) or an old printer you no longer use. Make sure the correct device is selected in your print dialog.

3. Fixing Driver Issues

A corrupted or outdated driver is another frequent cause of the dreaded “printer not working” message.

How to fix driver issues:

  • Update the printer driver through your computer’s settings.

  • Visit the manufacturer’s website (HP, Canon, Epson, Brother, etc.) and download the latest driver for your model.

  • Uninstall and reinstall the printer if necessary.

Driver problems often appear after major system updates, so if your printer stopped working right after Windows or macOS updated itself, a driver reinstall will usually solve the issue.

4. Check Ink, Toner, and Paper

Sometimes your printer is not working simply because it has run out of consumables.

Low or empty ink

Inkjet printers won’t print if one color cartridge is empty, even if you’re printing in black and white. Check your ink levels and replace any empty cartridges.

Toner issues

Laser printers may continue printing even when low on toner, but print quality will decline. Some models also shut down entirely when toner is depleted.

Paper jams

A paper jam can cause the printer to stop functioning completely. Remove stuck paper slowly to avoid damaging internal components.

Incorrect or low-quality paper

If the paper is too thick, too thin, or curled, it may not feed properly. Always use the recommended paper type for your printer.

5. Clear the Print Queue

If your printer is not working because jobs are stuck in the print queue, you’ll need to clear it manually.

On Windows:

  1. Open Control Panel

  2. Choose Devices and Printers

  3. Right-click your printer and select See what’s printing

  4. Cancel all documents

On macOS:

  1. Open System Settings

  2. Go to Printers & Scanners

  3. Select your printer

  4. Open the print queue and clear all jobs

Corrupted print jobs are surprisingly common and can prevent new documents from printing.

6. Inspect for Hardware Problems

Sometimes, the reason your printer is not working is due to a physical malfunction.

Check internal components

Dust, debris, or worn rollers can prevent a printer from feeding paper correctly.

Look for broken parts

If gears, hinges, or trays are cracked, the printer may stop functioning until repaired.

Run a self-test

Most printers allow you to print a test page without connecting to a computer.
If the printer can’t print a test page, the problem is internal.

7. When to Replace Your Printer

No matter how well you maintain your printer, it won’t last forever. If you keep receiving a “printer not working” error despite trying multiple troubleshooting steps, it might be time for a replacement.

Signs you need a new printer:

  • Repairs cost more than a new model

  • Replacement ink or toner is too expensive

  • The printer frequently disconnects or jams

  • It’s more than 7–10 years old

  • No updated drivers are available

Newer printers often come with better connectivity, energy efficiency, and faster printing speeds.

Frequently Asked Questions (FAQs)

1. Why is my printer not working even though it’s connected?

This usually indicates a communication problem between the printer and your device. Restart both devices, reinstall drivers, and make sure your computer is connected to the same network as your printer.

2. Why does my printer show “offline”?

Printers appear offline when they lose their network connection, are turned off, or are paused in the print queue. Reconnect the printer to your Wi-Fi or restart it to bring it back online.

3. Why is my wireless printer not working after a router change?

Your printer is still trying to connect using the old Wi-Fi credentials. Run the printer’s Wireless Setup Wizard to reconnect it to your updated network.

4. My printer is not working and prints only blank pages. Why?

This could be caused by low ink, clogged printheads, or corrupted print jobs. Try cleaning the printhead and checking ink levels.

5. How can I fix a printer that won’t print from my phone?

Make sure your phone and printer are on the same Wi-Fi network, update your printing app, and check that your printer supports mobile printing (AirPrint, Mopria, etc.).

6. Why is my printer printing slowly?

Slow printing can occur due to high-resolution settings, outdated firmware, or a crowded Wi-Fi network. Lowering print quality or switching to a wired connection can improve speed.

7. Should I repair or replace a printer that’s not working?

If the printer is old, repeatedly faulty, or requires expensive parts, replacement is usually more cost-effective. For newer printers, repairs or simple troubleshooting often solve the issue.

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