Printer Problems: The Simple Fix-It Guide (Before You Give Up)

Written by Martyn — Marple Tech Help

Printers have a reputation for being difficult — but most printer problems actually come down to a small number of common issues.

Before you replace it, shout at it, or throw it out of the window, work through this guide step by step.

In most cases, the printer itself is fine. It’s usually a connection, queue, or software issue getting in the way. This guide covers the problems I see most often in homes and small businesses around Marple and Stockport.

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Common Printer Problems (and What They Usually Mean)

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Step 1: Do the Basic Checks (Don’t Skip These)

These sound obvious, but they solve a surprising number of problems.

• Make sure the printer is powered on.
• Check for blinking error lights or warning messages.
• Ensure there is paper in the tray (and that it isn’t jammed).
• Check ink or toner levels — even if they “look fine”.
• If the printer has a screen, look for any messages and clear them before moving on.

Step 2: Restart Properly (In the Right Order)

A correct restart fixes many printer issues because it resets the network connection.

1. Turn off the printer.
2. Shut down your computer.
3. If it’s a Wi-Fi printer, restart your router (Unplug it, wait 10 seconds, then plug it back in).
4. Wait for the router to come back online (about 2 minutes).
5. Turn the printer back on.
6. Start your computer.

This forces everything to reconnect cleanly to the network.

Step 3: Fixing the “Printer Offline” Problem

If your computer thinks the printer is offline, it won’t send documents to it.

On Windows

1. Open Settings → Bluetooth & Devices → Printers & Scanners.
2. Select your printer from the list.
3. Click Open print queue.
4. Click Printer in the top menu.
5. Make sure Use Printer Offline is not ticked.

On Mac

1. Open System Settings → Printers & Scanners.
2. Select the printer.
3. If it shows as offline, remove it (click Remove Printer).
4. Click Add Printer and add it again.

Re-adding the printer refreshes the connection.

Step 4: Clear Stuck Print Jobs

A blocked print queue acts like a traffic jam — nothing new can move until it’s cleared.

Windows

1. Open Printers & Scanners.
2. Select your printer and click Open print queue.
3. If there are old documents listed, click Printer → Cancel All Documents.
4. Restart the printer.

Mac

1. Open Printers & Scanners.
2. Select your printer and click Open Print Queue.
3. Click the X next to any jobs to cancel them.

Step 5: Check You’re Printing to the Right Printer

This sounds silly — but it’s very common.

• Laptops often keep old printers saved (e.g., a previous workplace printer).
• Windows sometimes defaults to "Microsoft Print to PDF".
• Printers may appear twice (e.g., “HP DeskJet” and “HP DeskJet (Copy 1)”).

Before printing, open the print window and double-check the printer name. Make sure you aren’t sending the document to a “ghost” printer.

Step 6: Wi-Fi Printer Not Connecting?

Wi-Fi printers are convenient — and fragile.

The quick fix

Re-run the printer’s Wi-Fi setup using the screen on the printer itself.

If your printer doesn’t have a screen, you may need to temporarily connect it to your computer with a USB cable so you can re-enter the Wi-Fi details.

Step 7: Ink and Toner Issues (Even When They Look Fine)

Some printer behaviour is… frustratingly intentional.

• The “cyan problem”: Many printers refuse to print black text if a colour cartridge is empty.
• Dried ink: If an inkjet hasn’t been used in a few weeks, the ink may have dried in the nozzles. Run a Clean Print Head cycle from the printer’s maintenance menu.
• Third-party cartridges: Some firmware updates suddenly block non-original ink or toner.

Step 8: The “Nuclear Option” — Remove and Re-Add

If none of the steps above worked, or the printer stopped working after an update, the driver may be corrupt.

1. Open Printers & Scanners on your computer.
2. Remove or delete the printer entirely.
3. Restart your computer.
4. Click Add Printer and let the computer find it again.

This sounds drastic, but it’s safe — and often faster than hunting down individual errors or drivers.

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