‘Offline’ Printer Status Message On HP Printer

Printer Offline‘Offline’ Printer Status Message On HP Printer

The Offline printer status message displays on the computer and the printer does not print.
An Offline printer condition indicates that the computer is not able to communicate with the printer. The offline printer message can appear for several reasons.  It is shown when the printer is powered off, when the printer’s connection to the computer has been lost, or when “Use printer offline” has become selected from the print queue menu in Windows.
Offline printer

Example of printer offline status message

 
Example of Offline Printer status message in Devices and Printers

Example of printer offline status message in Devices and Printers

Step 1: Set default printer

The default printer might have changed from the original printer you were using.  The printer may have been created with the installation of a more recent driver.  It may have a name very close to your original printer, so look at it carefully. The first step in troubleshooting is to find the default printer, and make sure it is set to the printer you are trying to use.

 

 

Changing the default printer to the original print driver

Changing the default printer to the original print driver

  1. Search Windows for devices, and click Devices and Printers in the list of results.
  2. Find the original printer that you are trying to use.  The printerr should display the name of your printer and the picture of the printer should not be gray,
  3. Right-click your printer, and select Set as Default Printer.  When you do this, a green check mark should appear next to the printer.
  4. Try printing again. If problems persist, continue to the next step.

Step 2: Perform a power reset and check connections

Resetting the power to your printer is a quick way to reset the printing system and prepare for further troubleshooting if necessary.

  1. If the printer is off, turn on the printer, and then check the status of the printer:
    • If the printer starts printing jobs from the print queue, your printer is clearing out queued print jobs and is online. You can stop troubleshooting.
    • If the printer goes to an idle state after its startup routine, it might be online.
    • If the computer still shows the printer as offline, continue with the following steps.
  2. With the printer turned on, disconnect the power cord from the printer.  In this step, you are unplugging the printer from the mains power.
  3. Unplug the printer power cord from the wall outlet.
  4. If you are using a USB cable or network cable, make sure that the cable has not become disconnected or damaged.
  5. Wait at least 60 seconds. While you are waiting, restart the computer and wait for it to fully load the operating system and your desktop.
  6. Plug the power cord back into the wall outlet.
  7. Reconnect the power cord to the rear of the product.
  8. If the printer does not turn on by itself, press the Power button to turn it on.
  9. Try to print.
    • If you can print, the printer is online again. Continue to the next step if the printer goes offline again when printing later.
    • If the printer cannot print and remains offline, continue to the next step.

Step 3: Use HP Print and Scan Doctor to check connectivity

HP provides a free tool called HP Print and Scan Doctor to diagnose and resolve printing problems. Download and run HP Print and Scan Doctor  to quickly and automatically perform several troubleshooting tasks known to resolve this issue. When you click the link above, the executable file will be downloaded with your browser.  Click on the file to run it or select the “Run” option in the dialog that comes up in your browser.  Run the installation to install and run the HP Print and Scan Doctor and go through the troubleshooting steps.  This little program is surprisingly effective at locating and resolving some obscure problems that can occur with HP products.
The HP Print and Scan Doctor is not be available for all HP printers, but it is available for most HP printers and in most languages.  Unfortunately, it is not available for Mac OS-X operating systems.  If you have a Mac, you will have to skip this step.
If the HP Print and Scan Doctor does not find and resolve the issue, continue troubleshooting with the next step.

Step 4: Check the ‘Use printer offline’ setting

Make sure that the printer’s print queue is not set to print offline.

  1. Search Windows for devices, and click Devices and Printers in the list of results.
  2. In Printer Actions, click See what’s printing.  You can also access this by double clicking on the printer.
  3. Click on the Printer menu, and observe the items “Pause Printing” and “Use Printer Offline”.  Neither of these should have a check mark next to it.  If one or both have a check mark, remove each of them by clicking on that item. If both are checked, remove one at a time.
    Offline Printer Pause and User Printer Offline selections

    Pause and User Printer Offline selections

  4. If you removed a selection, try to print.
    • If you can print, the printer is online again. You are done troubleshooting, unless the printer goes offline again in a few seconds.  If it does, continue with troubleshooting.
    • If the printer cannot print and remains offline or goes offline intermittently, continue to the next step.

 

 

Step 5: Make sure that the correct port is selected

If the Offline printer status message is displayed, and all common aspects of the printer are configured correctly, and you have verified everything in the previous steps, it is possible that the port the printer is trying to use is incorrect.  This can happen from a misconfiguration of the printer through driver or software installation, by an accidental configuration change, or a recent change in your computer’s hardware.
  1. Search Windows for devices, and click Devices and Printers in the list of results.
  2. Right-click the name of your printer, select Printer Properties, and then select the name of your printer.  Note that there is more than one selection that may appear to be the same at first glance – make sure you are selecting Printer Properties and not Printing Prefences.  No offense – I wouldn’t mention that if I hadn’t spent plenty of my own time clicking on the same menu item over and over and expecting to see a different menu.

    Offline Printer - Example of the WSD port selected for a wireless connection

    Example of the WSD port selected for a wireless connection

  3. Click the Ports tab.
  4. Look at the list of ports and make sure the port type matches the connection being used by the printer. If the printer is using a USB connection, the port type will have a USB or DOT4 in the description (as strange as it sounds, this “DOT4” port type is very common, especially if you have HP Printer Software installed. If the printer is using a network connection, the port type will be “WSD”, “network”,  or “IP” in the description. If you see multiple listings for the same port type, change the selection to a different port.  If you have several similar ports and don’t want the aggravation of using trial and error, You can delete these extra ports, but if you do, you will have to go through the printer setup again as you would have when it was new.  If a port is currently in use, it will not let you delete it.  However, if you have other printers that are currently offline, you may end up deleting ports for printers that you don’t mean to.  For that reason, I would use deleting ports as a last resort, but sometimes necessary to get to the bottom of this problem.
  5. Try printing again. If problems persist,your printer may be in need of service.