Networking Support

Troubleshooting Common Network Printing Issues

November 7, 2024

Diagnosing and Resolving Printer Connectivity Problems

Printers are essential devices in many homes and workplaces, but they can sometimes run into problems when used with Windows operating systems. Whether you’re dealing with a printer that won’t connect to the network, print jobs getting stuck in the queue, or issues with print quality, there are a variety of troubleshooting steps you can take to get your printer back up and running.

In this comprehensive guide, we’ll cover the most common network printing problems and provide practical, step-by-step solutions to help you resolve them. By the end, you’ll have the knowledge and confidence to troubleshoot and fix a wide range of printer issues, ensuring smooth and reliable printing for your home or office.

Verifying Printer Connectivity

The first step in troubleshooting any network printing problem is to ensure your printer is properly connected to the network. This applies to both wired and wireless printers. Here’s what you can do:

Wired Printers

Check that the printer’s USB cable is securely connected from the printer to your computer. If the USB port isn’t recognized, try a different port or refer to how to diagnose and fix Windows USB problems.

Wireless Printers

Ensure the printer’s wireless option is turned on and available. Many printers have a button that displays a blue wireless icon when the wireless connection is active.
Run the printer’s wireless connectivity test. Most printers have a menu option to test the wireless connection. Refer to the printer’s instructions or manufacturer’s website for guidance.
If your PC isn’t connecting to the wireless network, troubleshoot your network connection using these steps.
For Bluetooth printer issues, check out how to fix Bluetooth problems in Windows.

If your printer’s status displays “Printer in error state,” there may be a physical issue with the printer itself. Check for low paper or ink, ensure the cover is closed, and clear any paper jams.

Running the Windows Printer Troubleshooter

If you’re using a Windows 10 or 11 device, start by running the automated printer troubleshooter in the Get Help app. This tool will automatically diagnose and attempt to fix most common printer problems.

To access the troubleshooter:

Go to Settings > Update & Security > Troubleshoot.
Select Other troubleshooters and find Printer under the “Find and fix other problems” section.
Click Run the troubleshooter and follow the on-screen instructions.

If the troubleshooter is unable to resolve your issue, move on to the specific troubleshooting steps outlined in the following sections.

Updating Printer Drivers

Outdated or incompatible printer drivers can often be the root cause of various printing problems. To ensure your printer is using the latest drivers:

Open the Device Manager by pressing the Windows key + R, typing devmgmt.msc, and pressing Enter.
Locate your printer in the list, right-click it, and select Update driver.
Choose Search automatically for drivers. If a driver update is found, follow the prompts to install it.
If the automatic search doesn’t find a driver, visit the printer manufacturer’s website and download the latest drivers for your specific printer model and Windows version.

Restarting your computer after installing new drivers can help ensure they are properly loaded and recognized by the system.

Clearing the Print Spooler

The print spooler is a critical component that manages the printing process. If the spooler is malfunctioning, it can cause print jobs to get stuck in the queue or prevent new jobs from being processed. Here’s how to clear and reset the print spooler:

Press the Windows key + R, type services.msc, and press Enter to open the Services window.
Locate the Print Spooler service, right-click it, and select Stop.
Open File Explorer and navigate to %WINDIR%\system32\spool\PRINTERS. Delete all files in this folder.
Return to the Services window, right-click the Print Spooler service, and select Start.

This process will clear any stuck or corrupted print jobs and reset the spooler service, potentially resolving issues with the print queue.

Troubleshooting Offline Printer Status

If your printer appears as “Offline” in Windows, even though it’s powered on and connected, try the following troubleshooting steps:

Set the printer as the default device:
Go to Settings > Devices > Printers & scanners.
Select the printer and click the Manage button, then choose Set as default.
If the “Set as default” option is not available, turn off the “Let Windows manage my default printer” setting first.
Check the printer queue:
Go to Settings > Devices > Printers & scanners, select the printer, and click Open queue.
Cancel any stuck or pending print jobs.
Ensure the printer is connected to the same Wi-Fi network as your device:
Check the printer’s built-in menu for Wi-Fi connection status or instructions on how to connect it to your network.
Power cycle the printer:
Turn off the printer, unplug it for a minute, then plug it back in and turn it on.
Restart the Print Spooler service:
Open the Services window (as in the previous section) and restart the Print Spooler service.

Resolving the “Offline” status is crucial for getting your printer back online and functioning correctly.

Troubleshooting Print Quality Issues

If your printed documents appear faded, streaked, or blurry, try the following troubleshooting steps:

Check the print settings:
Go to Settings > Devices > Printers & scanners, select your printer, and click Manage.
Open the Printing preferences and ensure the Print Quality is set to the highest available setting.
Also, verify that the Paper Type matches the type of paper you’re using.
Inspect ink or toner levels:
Check the printer software or the printer itself for any low or empty ink/toner cartridges and replace them as needed.
Clean the print head:
Access the printer’s maintenance or tools section, usually found in the printer’s control panel or software, and select the option to clean the print head or nozzles.
Use the correct paper:
Ensure you’re using the right type and size of paper recommended for your printer model. Poor-quality or incompatible paper can lead to print quality issues.

Addressing these common print quality problems can help you achieve high-quality, consistent output from your network printer.

Resolving App-Specific Printing Issues

If your printer works fine in general but experiences problems when printing from a specific application (e.g., Word, Excel), try the following:

Ensure the app is up-to-date:
Check for any available updates for the application and install them.
Reinstall the app:
Uninstall the application, then reinstall it to ensure a clean installation.
Try printing to a different printer:
See if the issue is specific to your printer or the application by attempting to print to another available printer.
Export to PDF:
If you’re unable to print directly from the application, try exporting the document to a PDF and printing the PDF file instead.
Check app-specific printer settings:
Refer to the application’s documentation or settings to ensure the printer configuration is correct (e.g., margins, paper size).

Isolating the issue to a specific application can help you identify and resolve any app-related printing problems more effectively.

Managing Printer Driver Issues

Printer driver problems can be a common source of various printing difficulties, from poor print quality to complete printer malfunctions. To address driver-related issues:

Download the correct driver:
Visit the printer manufacturer’s website and download the latest drivers for your specific printer model and Windows version.
Uninstall old drivers:
Open the Device Manager, locate the printer, right-click it, and select Uninstall.
Also, go to Control Panel > Programs > Uninstall a program and remove any printer-related software.
Reinstall the drivers:
Restart your computer, then run the driver installer and follow the prompts to complete the installation.

Keeping your printer drivers up-to-date and properly installed is crucial for maintaining reliable and high-quality printing on your network.

Troubleshooting Network Printer Sharing

If you’re having trouble accessing shared printers on your network, consider the following troubleshooting steps:

Ensure the printer is set to share:
Go to Settings > Devices > Printers & Scanners and confirm the printer is set to share.
Verify file and printer sharing:
Check that file and printer sharing is enabled on your network.
Confirm all devices are on the same network:
Make sure your computer and the shared printer are connected to the same local network.
Check firewall and antivirus settings:
Ensure your firewall and antivirus software are not blocking printer sharing.
Add the shared printer manually:
Go to Settings > Devices > Printers & Scanners and select Add device to add the shared printer.

Resolving network printer sharing issues can be critical for maintaining seamless printing access across your organization or home network.

Conclusion

Troubleshooting common network printing issues can be a complex task, but by following the step-by-step solutions outlined in this guide, you’ll be well on your way to resolving a wide range of printer problems. Remember to always start with the basics, such as verifying connectivity and checking for any physical issues with the printer itself.

If you’re still experiencing difficulties after trying the troubleshooting steps, consider reaching out to the printer manufacturer’s support team or visiting the IT Fix blog for additional resources and guidance. With the right troubleshooting approach and a little persistence, you can get your network printer back up and running efficiently.