Printer not printing? How to fix it

It's a frustrating situation: you want to print a document, but nothing happens. Your printer isn't working, or it only produces blank pages. Don't worry, because most printer problems are easy to fix. In this article we cover the most common causes and give you practical solutions.

First checks

Before we dig deeper into possible problems, let's start with the basic checks. The solution is often obvious.

Is the printer turned on?

This may sound obvious, but check that your printer is actually on. See whether any lights are on on the control panel. Some printers automatically go into sleep mode after a while. Press the power button to wake the printer.

Is there paper in the printer?

Open the paper tray and check that there is enough paper in it. Make sure the paper lies flat and isn't crumpled. Carefully remove any jammed paper.

Are the cables connected properly?

Check that the power cable is firmly plugged into the outlet. With a wired connection, also check the USB cable between the printer and the computer. With a wireless printer, check that the Wi-Fi connection is active.

Checking and clearing the print queue

A common cause of printing problems is a stuck print queue. It holds all print jobs that are waiting to be printed.

Viewing the queue in Windows

  1. Click the Start button and go to Settings
  2. Select Devices or Bluetooth & devices
  3. Click Printers & scanners
  4. Select your printer and click Open queue
  5. You now see all waiting print jobs

Clearing the queue

If jobs are stuck, you can delete them:

  1. Right-click a job
  2. Select Cancel
  3. Repeat this for all stuck jobs

Or clear the whole queue at once:

  1. Click Printer at the top
  2. Select Cancel All Documents
  3. Confirm with Yes

Viewing the queue on a Mac

  1. Go to System Settings > Printers & Scanners
  2. Select your printer
  3. Click Printer Queue or double-click the printer
  4. Delete stuck jobs by selecting them and clicking the X

Printer offline? Here's how to bring it back online

Sometimes your printer is set to "offline", so you can't print even though the printer is physically turned on.

Setting the printer online in Windows

  1. Go to Settings > Devices > Printers & scanners
  2. Select your printer
  3. Click Open queue
  4. Click Printer at the top
  5. Uncheck Use Printer Offline if it is checked

Setting the printer as the default

Sometimes your computer prints to the wrong printer. Set your preferred printer as the default:

  1. Go to Settings > Devices > Printers & scanners
  2. Turn off Let Windows manage my default printer
  3. Click your printer
  4. Select Set as default

Ink or toner problems

Does your printer print, but are the pages blank, faint or streaky? Then there may be a problem with the ink or toner.

Checking ink levels

Most printers show the ink levels on the display. You can also check them through the printer software on your computer:

  1. Go to Settings > Devices > Printers & scanners
  2. Select your printer
  3. Click Manage and look for ink levels or supplies

Replacing cartridges

If a cartridge is empty, you need to replace it:

  1. Open the printer cover where the cartridges are
  2. Wait until the cartridge holder moves to the middle
  3. Gently press the empty cartridge down and pull it toward you
  4. Take the new cartridge out of its packaging
  5. Remove the protective tape or clip
  6. Insert the new cartridge into the correct slot until it clicks into place
  7. Close the cover

Cleaning the print head

On inkjet printers, the print head can become clogged, especially if the printer hasn't been used for a long time:

  1. Go to the printer software or the menu on the printer
  2. Look for Maintenance or Tools
  3. Select Clean Print Head or Head Cleaning
  4. Follow the on-screen instructions
  5. Then print a test page

Repeat this no more than three times if the first cleaning doesn't help. More cleanings waste a lot of ink.

Updating or reinstalling drivers

Outdated or corrupted drivers can cause printing problems.

Updating drivers in Windows

  1. Right-click the Start button
  2. Select Device Manager
  3. Expand Printers or Print queues
  4. Right-click your printer
  5. Select Update driver
  6. Choose Search automatically for drivers

Reinstalling drivers

If updating doesn't help, you can remove the printer and install it again:

  1. Go to Settings > Devices > Printers & scanners
  2. Select your printer
  3. Click Remove or Remove device
  4. Restart your computer
  5. Add the printer again (Windows searches automatically)

Downloading the latest drivers

For the best results, download the latest drivers directly from your printer manufacturer's website:

Search for your printer model and download the drivers for your operating system.

Restarting the Windows Print Spooler

The Print Spooler is a Windows service that manages print jobs. If it gets stuck, the printer can't print.

Restarting the Print Spooler

  1. Press Windows key + R to open the Run window
  2. Type services.msc and press Enter
  3. Scroll down to Print Spooler
  4. Right-click it and select Restart
  5. If the option is grayed out, first click Stop and then Start

Deleting spooler files

If restarting doesn't help, you can delete the temporary print files:

  1. First stop the Print Spooler service (as described above)
  2. Open File Explorer and go to: C:\Windows\System32\spool\PRINTERS
  3. Delete all files in this folder
  4. Start the Print Spooler service again

Fixing connection problems

Checking the USB connection

  • Try a different USB port on your computer
  • If possible, use a different USB cable
  • Connect the printer directly to the computer, not through a USB hub

Checking the Wi-Fi connection

  • Check that the printer is connected to your Wi-Fi network
  • Make sure the computer and printer are on the same network
  • Restart your router and printer
  • Print a network configuration page from the printer's menu

Reconnecting the printer to Wi-Fi

If the Wi-Fi connection doesn't work:

  1. Go to the printer's menu
  2. Find the network or Wi-Fi settings
  3. Disconnect the current connection
  4. Reconnect to your Wi-Fi network
  5. Enter your Wi-Fi password

Fixing paper jams

A paper jam is a common problem that blocks printing.

Removing jammed paper

  1. Turn off the printer
  2. Open all covers and trays
  3. Gently pull the jammed paper straight toward you
  4. Don't pull too hard, to avoid tearing it
  5. Check that no small pieces of paper are left behind
  6. Close all covers
  7. Turn the printer back on

Preventing paper jams

  • Use good quality paper
  • Don't overfill the tray
  • Make sure the paper is stacked straight and neatly
  • Store paper in a dry place
  • Fan a stack of paper before you load it into the printer

Resetting the printer to factory settings

If nothing else works, you can reset the printer to its factory settings:

  1. Go to the menu on your printer
  2. Look for Settings or Setup
  3. Select Restore, Reset or Factory Settings
  4. Confirm that you want to reset
  5. The printer restarts and all settings are erased

Note: after a reset you need to set up the printer again and reconnect it to your Wi-Fi network.

Frequently asked questions

My printer only prints blank pages. What can I do?

This problem usually points to empty cartridges or a clogged print head. First check the ink levels. If there is enough ink, run a print head cleaning from the maintenance menu. With a laser printer, the toner may be empty or unevenly distributed. Gently shake the toner cartridge back and forth to redistribute the toner.

Why is my printer printing so slowly?

A slow printer can have several causes. Check that you aren't printing in the highest quality mode, because that takes longer. With Wi-Fi printers, a weak signal can cause delays. Low memory in the printer or computer can also slow down printing. Try restarting your printer and computer.

My printer makes strange noises but doesn't print. Is it broken?

Strange noises can point to a paper jam or a mechanical problem. Open the printer and check for jammed paper or foreign objects. If you recently replaced cartridges, check that they are installed correctly. Persistent mechanical noises can point to a defective part. In that case, contact the manufacturer.

Can I print from my phone if the computer can't find the printer?

Yes, often you can. Download your printer manufacturer's app on your smartphone (HP Smart, Canon PRINT, Epson iPrint, etc.). These apps can often find the printer via Wi-Fi Direct, even if your computer is having problems. This is also a good test to check whether the printer itself still works.

Conclusion

Printer problems are annoying, but usually easy to fix. Always start with the basic checks: power, paper and cables. Then check the print queue and the printer's status. Ink and toner problems are often the culprit behind blank or faint prints. And don't forget that a simple restart of the printer, the computer or the Print Spooler service can solve many problems. Still not working? Then it's time to contact your printer manufacturer's customer service.

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